RoomproofQuick answer: A property inventory lists what is in a let property and the condition of each room and item, backed by dated photos. Make one at check-in, ask the tenant to sign it, and repeat the same rooms at check-out. Roomproof produces the photo schedule as a PDF, including meter readings and keys, and can lay check-in and check-out photos side by side.
Why inventories matter for deposits
In England and Wales, deposits for most assured shorthold tenancies must be protected in a government-approved scheme: the Deposit Protection Service, mydeposits or the Tenancy Deposit Scheme. If the landlord and tenant can't agree on deductions, the scheme's free dispute resolution service decides on the evidence, and a signed check-in inventory with photos plus a check-out report are the heart of that evidence. Scotland and Northern Ireland have their own approved schemes. Roomproof isn't affiliated with any of them.
Since the Tenant Fees Act 2019, landlords and agents in England can't charge tenants for an inventory, so many smaller landlords now make their own, and many tenants make one too.
What a check-in inventory includes
| Section | What to record |
|---|---|
| Property details | Address, date, landlord or agent, tenant, inventory reference |
| Each room | Walls, ceilings, flooring, windows, doors, fixtures, furniture and appliances, with condition and cleanliness |
| Meter readings | Electricity, gas and water, with a photo of each meter showing the reading |
| Keys | Number and type of keys and fobs handed over |
| Alarms | Smoke and carbon monoxide alarms present and tested on the day |
| Photos | A wide shot of each room plus close-ups of marks, chips and stains |
| Signatures | Landlord or agent and tenant, with dates |
Describing condition and cleanliness
Inventory clerks usually describe condition and cleanliness separately. In Roomproof, rate the condition (Good, Fair or Damaged) and put the detail and cleanliness in the notes, for example: “Good condition, domestically clean, two small scuffs to lower wall by door, 3 cm”. Precise notes, with a size and a location, are what make a photo meaningful to an adjudicator months later.
Check-in, mid-term and check-out
- At check-in, complete the inventory, sign it with the tenant, and email the PDF. Give the tenant a few days to add comments in writing.
- Save the project file with the property address in the name. Browser storage alone won't last the tenancy.
- For mid-term inspections, open the project or start a follow-up to record changes and maintenance needs.
- At check-out, choose Start a follow-up from a saved project and open the check-in file. Each item shows Check-in and Check-out photos side by side, with both ratings.
Tenants can use the same steps: if the landlord's inventory is missing or thin, make your own at check-in and email it to the landlord or agent within the first few days.
FAQ
Is a photo inventory enough on its own?
A written schedule of condition plus photos is stronger than either alone. The Roomproof PDF combines both: a rating and notes for each item, and numbered, dated photos.
Who should sign the inventory?
Both the landlord or agent and the tenant, ideally at check-in. If the tenant needs time to check, agree a short deadline for written comments.
Can I use this instead of a professional inventory clerk?
Many landlords do for smaller lets. A clerk adds independence, which can carry weight in a dispute. Either way, detailed descriptions and clear dated photos matter most.
Does it include meter readings and keys?
Yes. The template has a Meters & keys section for electricity, gas and water readings and the keys handed over. Photograph each meter so the reading is visible.
Can tenants make their own inventory?
Yes. Make it at check-in, email it to the landlord or agent promptly, and keep the project file and original photos until the deposit is returned.
Other photo report templates
Last updated · Written by the MiniTools team. General information for the UK, not legal advice. Roomproof isn't affiliated with any deposit protection scheme.