Inventory for Landlords: What to Include and Why Most Deposit Disputes Are Lost Without One

Without a detailed move-in inventory, you will lose almost every deposit dispute. It doesn't matter how much damage the tenant caused. If you can't show what the property looked like before they moved in, the adjudicator has nothing to compare against — and the deposit goes back to the tenant.

This isn't a new rule. It's how deposit scheme adjudication has always worked. The burden of proof is on the landlord, and proof requires a baseline. That baseline is your inventory.

Why landlords lose deposit disputes

Deposit scheme adjudicators — at the DPS, TDS, and MyDeposits — follow a consistent evidence standard. To award deductions in the landlord's favour, they need:

1. Evidence of the property's condition at move-in (the inventory)
2. Evidence of the property's condition at move-out (the checkout report)
3. Evidence that the difference is tenant damage, not fair wear and tear
4. Evidence of the cost to put it right (quotes, invoices, or receipts)

If any of these is missing, the deduction fails. And the one that's most commonly missing is the first — the move-in inventory.

A landlord who submits a checkout report showing stained carpets, damaged doors, and holes in walls, but has no inventory showing those items were in good condition at the start, has no case. The adjudicator cannot determine whether the damage occurred during the tenancy or was pre-existing. In the absence of evidence, the decision goes in the tenant's favour.

For a deeper look at how the full adjudication process works and how to build your case from start to finish, see our guide on handling deposit deductions without losing at adjudication.

What an inventory must include

An inventory is a room-by-room record of the property's condition and contents at the start of the tenancy. It needs to be specific enough that an adjudicator — someone who has never seen the property — can understand exactly what state each item was in.

For every room, record:

• Walls: paint colour, finish type (emulsion, gloss), any marks, scuffs, cracks, repairs, or discolouration. Note the location of any existing damage.
• Ceiling: condition, any stains, cracks, or repairs. Note artex or textured finishes.
• Flooring: type (carpet, laminate, vinyl, tile), colour, condition. Note any stains, wear patterns, scratches, or lifted edges.
• Doors and frames: condition, colour, whether they close and lock properly. Note any scratches, dents, or damage to handles.
• Windows: type (single/double glazed, UPVC/timber), condition, whether they open and close. Note any condensation, cracked panes, or damaged seals.
• Light fittings and switches: type, working/not working, condition of the switch plates.
• Sockets and switches: number, condition, any cracks or damage to faceplates.
• Radiators: type, condition, whether they're working. Note any rust, leaks, or damaged valves.
• Fixtures and fittings: curtain rails, blinds, towel rails, shelving, hooks, mirrors. Note condition of each.

For kitchens, additionally record:

• Condition of worktops, splashbacks, and tiling
• Condition and cleanliness of each appliance (oven, hob, extractor, fridge, freezer, dishwasher, washing machine)
• Condition of cupboard doors, drawers, and handles
• Condition of sink, taps, and waste

For bathrooms, additionally record:

• Condition of bath, shower, basin, toilet, and taps
• Condition of tiling, grouting, and sealant
• Condition of any mirrors, cabinets, or accessories
• Whether extractor fan is working

Also record:

• Meter readings: gas, electricity, and water meters with the reading and date
• Keys: how many sets, which keys are for which doors, any window keys or fob entries
• Smoke and CO alarms: location, type (mains/battery), tested and working
• External areas: garden condition, fencing, paths, shed, bins, parking area
• Contents (for furnished lets): itemise every piece of furniture and its condition

The difference between useful and useless

Useless: "Living room — good condition"

Useful: "Living room — walls: magnolia emulsion, clean, no marks except small scuff (approx 2cm) on wall adjacent to front door at waist height. Ceiling: white emulsion, clean, no cracks or stains. Carpet: beige twist pile, light wear track from door to sofa, no stains. Radiator: white single panel, working, slight discolouration on pipe connection. Window: UPVC double glazed, opens and locks, no condensation. Light fitting: ceiling pendant with white shade, working."

The second version gives the adjudicator a clear baseline. If the checkout report says "large red wine stain on carpet, 30cm diameter, near sofa" and the inventory said "no stains," the deduction is straightforward.

Photographs are essential

Written descriptions alone are weaker than descriptions plus photographs. Adjudicators place significant weight on photographic evidence, particularly:

• Overview shots of each room from multiple angles
• Close-ups of any existing damage, marks, or wear
• Appliance condition — oven interior, hob surface, fridge shelves
• Flooring condition — get down low to show carpet pile, laminate condition
• External areas — garden, fencing, driveway

Dating your photos: Most phone cameras embed date metadata automatically (EXIF data). This is usually sufficient. Some landlords include a dated newspaper in the first photo of the set, though this isn't strictly necessary if your phone's metadata is intact.

Organisation: Label or group photos by room. "IMG_4521.jpg" means nothing to an adjudicator six months later. "Living room — south wall — existing scuff mark" is evidence.

Getting the tenant to sign

A signed inventory carries significantly more weight at adjudication than an unsigned one. If the tenant has signed to confirm they agree with the descriptions, they cannot later claim the damage was pre-existing.

Best practice:

1. Prepare the inventory before the tenant moves in or on the day of move-in
2. Walk through the property with the tenant present
3. Go room by room, read out the descriptions, and invite them to add comments or disagreements
4. If they disagree with anything, note their comment — e.g. "Tenant notes: scratch on bedroom door frame was present but not mentioned. Added to inventory."
5. Both parties sign and date the inventory
6. Give the tenant a copy (email is fine — and gives you a timestamped record)

If the tenant refuses to sign, note that: "Inventory presented to tenant on [date]. Tenant declined to sign." Then email the inventory to them and keep the sent email as evidence it was provided.

The checkout report

At the end of the tenancy, you repeat the process — walk through every room and record the current condition using the same format as the move-in inventory.

The checkout should be done on or immediately after the move-out date. The closer to the actual departure, the harder it is for anyone to argue the damage occurred after the tenant left.

Compare each item against the move-in inventory:

• No change: "Walls — same condition as move-in inventory. No new marks."
• New damage: "Carpet — new stain (approx 20cm, dark brown) near kitchen doorway. Not present at move-in per inventory and photographs."
• Fair wear and tear: "Carpet — slightly more worn than at move-in, consistent with two years of normal use. No deduction warranted."

This side-by-side comparison is exactly what the adjudicator reviews. Make it easy for them to see what changed and whether it's damage or normal wear.

Invite the tenant to attend the checkout. If they're present, they can acknowledge the condition. If they don't attend, note that they were invited and declined.

Fair wear and tear

This is where most deduction claims get reduced or rejected. Adjudicators expect a property to show signs of normal use over the tenancy period.

Fair wear and tear includes:

• Slight fading of paint or carpet colour
• Small scuff marks on walls near light switches and door handles
• Minor wear patterns on carpet in high-traffic areas
• Small nail holes from picture hooks (usually up to 3-4 small holes per wall)
• Slight limescale buildup in bathrooms

Not fair wear and tear:

• Large stains on carpets
• Holes in walls or doors
• Burns on worktops or flooring
• Broken fixtures or fittings
• Pet damage (scratches, stains, odour)
• Excessive grime or grease buildup from poor cleaning

When claiming deductions, you must also account for betterment — you can't charge a tenant the full replacement cost of a carpet that was already five years old. The deduction should reflect the remaining useful life of the item. A five-year-old carpet with an expected ten-year lifespan that's been destroyed by the tenant warrants a 50% deduction of replacement cost, not 100%.

How DocuTenant helps

DocuTenant's Inventory and Schedule of Condition template generates a structured, room-by-room inventory covering every item an adjudicator expects to see — walls, floors, fixtures, appliances, meter readings, keys, and alarms. Fill in the condition details, note any existing damage, and download as PDF or DOCX.

When the tenancy ends, use the Checkout Report to record the move-out condition against the same structure, creating the side-by-side comparison that wins deposit disputes. It's part of the complete set of documents every landlord needs — and the single most important one for protecting your deposit deductions.

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This article is for general guidance only and does not constitute legal advice. For specific legal situations, consult a qualified property solicitor.