What is a property inventory?
Creating and agreeing to an inventory with your tenant could prove essential in a dispute.
This document could prove vital to resolving disputes regarding the return of tenants’ deposits. It details the contents of the property and their condition. It is usually prepared by an independent party on the day the tenant moves in and should be as detailed as possible. If, however, you want to do your own inventory and save on the costs, you can download our free landlord inventory template.
All parties should initial each page, sign the document, and receive a copy.
Click below to get your free landlord inventory template.
Schedule of condition vs. Landlord property inventory
While these terms are sometimes used interchangeably, they mean different things. A schedule of condition highlights the overall condition, and wear and tear of a property, often before the tenancy begins. The landlord inventory includes detailed lists of the items, appliances and furniture contained within the property.
Our example inventory for landlords, like many others, allows you to record both the overall condition of the property (as in a schedule of condition) and the presence/state of the items within it (as in a landlord inventory). That way, you can keep tabs on the condition of your whole property.
Is it really important to use a property inventory?
Using a property inventory is crucial as it provides a detailed record of the condition and contents of a property at the start of a tenancy. This document serves as essential evidence in the event of disputes over damages or missing items at the end of the tenancy, ensuring that both landlords and tenants are treated fairly.
It helps protect landlords from unjustified claims and tenants from unfair deductions from their deposit. Furthermore, a thorough inventory can help foster transparency and trust between both parties, reducing the likelihood of conflicts and encouraging a smoother rental process.
How do I create an inventory for a rental property?
You can create an inventory by drawing up a list of the items, furniture, fixtures and notable features within the home – and recording their current condition. The appearance and structure of the inventory is up to you, and this is true across England, Scotland, Wales and Northern Ireland. The list will be short if you let an unfurnished rental property, while a furnished property list will be much longer.
It is common to leave space on the landlord inventory document to make notes when you and your tenants inspect the property. Equally, you should include photos showing your property’s condition in more detail.
Be careful to include any features which may be subject to dispute later, and anything particularly valuable or important to you. You can use the free templates linked in this article to get you started. Each one guides you through the main rooms in a home and the items usually included there. Afterwards, you can download the document as a PDF (or Word doc), and print it for you and your tenants.
What should a landlord inventory check include?
You might be wondering what actually needs to be checked when conducting a landlord inventory. While a full list is recorded on our free landlord inventory template (PDF/Word), we thought we would provide you with a brief overview here:
Property Details
Including the full property address, tenancy start/end dates, the names of all tenants and the personal details of the landlord or agent.
General condition of the property
You should be sure to check these key areas across all rooms of the property, ensuring that the overall condition of the home is suitable for the prospective tenants.
- Walls, ceilings, paintwork
- Flooring (carpets, tiles, laminate)
- Windows and window treatments
- Doors and door furniture
- Light fixtures and fittings
- Sockets and switches
Outdoor Areas & property exterior
Don’t forget to examine the condition of the outside of the property, which could provide early warning signs for damp, roof damage or defects, and the presence of pests.
- Drains and drainage
- Garden condition
- Fencing/boundaries
- Sheds/outbuildings
- Parking spaces
- Guttering
- Roof tiles and flashing
Utilities & Safety
It’s important to check that all the services in the property – such as the waterworks, electricity and gas – are all functioning safely and effectively before the tenant moves in to their new home.
- Meter readings (gas, electric, water)
- Location of meters
- Heating system condition
- Boiler service record
- Smoke/carbon monoxide alarms
- Fire extinguishers/blankets
- Gas safety certificate
- Electrical safety certificate
- Energy Performance Certificate (EPC)
Furniture & furnishings
If you are providing furniture and furnishings, all of these will need to be checked, ensuring that they are complaint with fire safety regulations and are fit for general usage as the tenancy begins.
- All provided items with condition
- Soft furnishings
- Beds and mattresses
- Tables and chairs
- Storage furniture
Beyond these general areas to check, there are many more features you should explore for each room – especially the kitchen and bathroom – download our free inventory template for landlords for the full details.
What are the rules for landlord inspection reports?
A landlord inspection report must be conducted with the appropriate notice given to tenants, which is a minimum of 24 hours. This applies if the landlord wants to check the condition of the property again several months into the tenancy, and compare it against the original inspection.
Initially, it is common for the landlord to provide tenants with an inspection report to fill out within the first week of their tenancy. This is then returned to the landlord with any queries, and can then be filed or challenged by either party, depending upon the verdict.
Ideally, both the landlord and agent will follow this process at the same time, together, but in practice this rarely happens, and the tenant is left to do this independently.
How to conduct a rental property inspection
A landlord and tenant should (ideally) inspect the property together. The property inspection should happen as the tenancy begins and again after the tenant moves out. Completing a property inventory report protects both the tenant and the landlord. Because both parties are at risk for liabilities, both should be present during the initial and move-out inspections – though it is common for this to be given to the tenant without the landlord present.
When a tenant is about to sign a tenancy agreement, the tenant and landlord should inspect each room of the property together and, using an inventory, agree on the condition of…
- Fixtures and fittings, such as curtain rails, light fittings, carpets and the general decorative state of the property;
- Any furniture included in the rent, as well as things like kitchen appliances;
- Other household items, such as kitchen utensils and cookware, are included in the rent.
Any existing marks to walls, frayed edges of carpets, numbers of plates/pans/cutlery items, and other items that might be the subject of dispute should be noted on two copies of the inventory and signed by both parties, each of whom should then keep a copy.
When the tenancy ends, the rental inventory should again be referred to by both parties. Any loss or damage that has occurred since the signing of the original inventory can be noted and deducted from the deposit scheme, using the deposit paid by the tenant at the beginning of the tenancy.
If you like a custom, wholly personalised landlord inventory template, use the link below. It takes about 5 mins to create and provides an inspection report tailored to your specific property.
>> Download a CUSTOM Landlord Inventory Template Form
Alternatively, if you want to download a generic template, more like a sample landlord inventory checklist, use the link below.
>> Download a GENERIC Landlord Inventory Template Form
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