Check-in inventory for UK landlords: what to record

Last updated 26 Oct 2026

A check-in inventory and schedule of condition is a dated record of what is in a rented home and the state it is in when the tenant moves in. Across the UK it is the main evidence a deposit adjudicator uses to compare the start and end of a tenancy. None of the official sources on this page makes it a legal requirement.

This page covers England, Scotland, Wales and Northern Ireland, and notes where the rules differ. It is general information, not legal advice.

Why it matters in a deposit dispute

The three deposit schemes for England and Wales publish a joint guide to deposits, disputes and damages (revised June 2017). It says:

The deposit "remains the property of the tenant" until the adjudicator sees enough evidence that the landlord's claim is justified.
Signed check-in and check-out inventory reports are "in most cases" required evidence, and without them the adjudicator is "highly likely to reject the landlord's claim".
Landlords "can only claim for excessive wear and tear", which the guide treats as damage.
Adjudicators allow for fair wear and tear and betterment: a landlord cannot charge the full cost of a new carpet for one that was already two years old.

The Deposit Protection Service lists "signed check-in and check-out inventory reports" among the evidence for claims about the property's condition. Its dispute resolution page says you then have 14 calendar days to submit your evidence.

What to record at check-in

There is no set layout. The joint guide asks for information that is "clear and methodical", and as comprehensive as possible.

Every room, in order. Walls, ceilings, floors, doors, windows, fixtures, fittings and any furniture or appliances you supply.
Condition in plain words. Describe marks, chips and stains, with size and location. The guide warns that words like "fair" and "ok" "can be interpreted in many different ways".
New items. Say when an item is brand new.
Cleanliness. Record how clean each room is, so a cleaning claim has something to compare against.
Meter readings. Take them on the day. mygov.scot also tells landlords to check the inventory and take final readings when the tenant moves out.

Avoid a clause saying anything not mentioned is in good condition. The Scottish schemes' guide says to avoid relying on such clauses, because an adjudicator then has only each side's word.

Photos, signatures and the tenant's comments

Dated photos. The joint guide says the most reliable inventories contain dated photos. mydeposits advises a visible date and time stamp and photos in natural daylight where possible.
Photos support the words. Each photo should come with an explanation of what it shows. The Scottish guide says photos are supporting evidence, used alongside the written report.
Signatures. An inventory signed by the tenant carries more weight. mydeposits says it should be signed by both landlord and tenant, with a set window for the tenant to add comments and proof they received it.
Doing it yourself. An inventory you compile yourself is not rejected, but the joint guide says it needs evidence that the tenant saw it and could agree or comment. A third party such as a professional inventory clerk is considered the best evidence.

The check-out

Do the check-out "as soon as possible after the tenant returns the keys", in the same format as the check-in.
Invite the tenant to attend, discuss the findings and sign the report. They do not have to attend, but keep the invitation: the joint guide says records of it can be useful evidence.
Keep itemised invoices or receipts for the work you claim for. Estimates and quotes count, but carry less weight.
Periodic inspection reports during the tenancy can add evidence, though they need not be as detailed.

Where the rules differ by nation

	England	Wales	Scotland	Northern Ireland
Charging the tenant for the inventory	Not a permitted payment; a tenant may choose to buy an inventory service	Inventory, check-in and check-out fees are prohibited payments	Not covered by the sources on this page	Not covered by the sources on this page
Using the scheme's dispute service	Both sides must agree to use it	Check the scheme's own rules	Check the scheme's own rules	A tenant can refer a dispute without the landlord's agreement
Scheme guidance	Joint guide, DPS, mydeposits	Same three schemes as England	Guide signed by all three Scottish schemes	nidirect, sorting out disputes

England. GOV.UK's list of fees you can charge does not include an inventory. GOV.UK says that for the deposit dispute service "both you and the landlord have to agree to it", and the decision is final.
Wales. The Welsh Government's guidance on the Renting Homes (Fees etc.) (Wales) Act 2019 lists check-in, check-out and inventory fees as prohibited payments.
Scotland. The Scottish Government's model private residential tenancy gives the tenant 7 days from the start of the tenancy to tell the landlord in writing what is wrong with the inventory. If they do nothing, it is treated as approved, even if unsigned. That applies where your agreement uses the model term. mygov.scot lists an inventory as optional information to give a new tenant.
Northern Ireland. nidirect says the dispute service is free, and a tenant can request a referral even if the landlord does not agree. The adjudicator decides within 20 working days of receiving the case. The approved schemes are Tenancy Deposit Scheme Northern Ireland and My Deposits Northern Ireland.

For deadlines to protect the deposit in each nation, see deposit protection compared and, for England, the 30-day rule.

Keep the signed report with Letbook

Letbook is a compliance tracker for private landlords in all four nations. You can upload the signed check-in report and photos to the property's documents, so they are dated and in one place when the tenancy ends. Sign up free.

Sources

Facts checked on 26 October 2026. This page is general information, not legal advice.