Rental property inventory and check-out reports: templates, and how to do your own

In England, Scotland, Wales and Northern Ireland, inventory rules are not the same: Wales has the strongest statutory wording, Scotland regulates letting agents, England largely treats inventories as evidence, and Northern Ireland offers official template help without a general legal duty.

Do landlords have to do an inventory?

Landlords do not usually have a general legal duty to do an inventory in England or Northern Ireland, but Wales normally requires one for standard occupation contracts unless the term is properly left out, and Scotland requires one from letting agents managing check-in unless the landlord agrees otherwise in writing. In Wales, the default term says: “The landlord must provide the contract-holder with an inventory in relation to the dwelling no later than the date by which the landlord must provide the contract-holder with the written statement of the occupation contract in accordance with section 31 (written statement) of the Act.” In England, the government’s deposit rules deliberately avoided making a schedule of condition a legal requirement: “In addition, CLG will not prescribe an inventory.” Even so, inventory evidence is normal practice rather than paperwork for paperwork’s sake: the 2024 English Private Landlord Survey says, “Most landlords (80%) stated they made an inventory of furniture or other items.”

What is the difference between an inventory and a schedule of condition?

An inventory lists what is in the property, while a schedule of condition records the state, cleanliness and defects of the property and its contents; in practice, one check-in report often combines both. Wales uses the word inventory for both contents and condition, because the Welsh model term says: “The inventory must set out the dwelling’s contents, including all fixtures and fittings, and must describe their condition as at the occupation date.” Scotland separates the ideas more clearly in its model-tenancy notes: “The record of condition part should set out the state of the property itself - and so should, for example, say whether any parts have chips or marks or stains or are broken.” For a property inventory and a schedule of condition, the useful distinction is evidential: one proves what was supplied, the other proves whether it was clean, marked, broken, missing or already worn.

What should a check-in inventory record?

A check-in inventory should record the property room by room, including contents, fixtures, fittings, cleanliness, condition, meter readings, keys and clear dated photographs, with Wales requiring contents and condition if the statutory inventory term applies. The Welsh minimum is direct: “The inventory must set out the dwelling’s contents, including all fixtures and fittings, and must describe their condition as at the occupation date.” For an unfurnished Welsh property, the official position is that “If the property is unfurnished the inventory would reflect this and may refer only to fixtures.” In England and Wales deposit practice, a good inventory check-in report goes wider than a bare list: “In any event, a well completed check-in report should describe the contents, cleanliness, and condition of each room in turn.” Wales gives a 14-day comment period before deemed acceptance, while the Scottish model private residential tenancy uses 7 days.

Can you do your own inventory instead of paying a clerk?

In Wales, preparing an inventory is a licensable lettings activity, so an unlicensed landlord cannot lawfully do a DIY inventory there and must use a licensed agent or hold the right Rent Smart Wales licence. The Housing (Wales) Act 2014 includes within lettings work “preparing, or arranging the preparation, of an inventory for the dwelling or schedule of condition for the dwelling.” That makes generic advice that you can do an inventory yourself wrong for Wales. In England, Northern Ireland and for self-managing Scottish landlords, there is no equivalent general clerk requirement, although evidence quality still matters. Northern Ireland’s official model says: “You may choose to produce the inventory yourself, or use an agent or organisation to do this on your behalf.” In Scotland, the rule bites differently: a letting agent responsible for check-in must produce the inventory unless otherwise agreed in writing by the landlord. Abodient can store signed inventory reports and dated property documents against the relevant tenancy, which matters because the evidence has to match the letting period being disputed.

How much does an inventory clerk or service cost?

No UK legislation fixes what an inventory clerk may charge a landlord, but a live London tariff gives a concrete benchmark of £120 plus VAT for an inventory and check-in, with separate check-out services commonly priced separately. InventoryFlex says: “Inventory & check-in reports start from £120 — our most popular service, delivered within 24 hours of the inspection.” That is a market price, not a statutory fee cap, and larger, furnished or central properties can cost more. The important legal split is who pays: England and Wales prohibit charging the tenant an inventory fee, while Scotland’s rules prohibit charges as a condition of the grant, renewal or continuance of a private residential tenancy beyond rent and a refundable deposit. Welsh guidance is explicit that “check-in fees, check-out (or ‘exit’) fees, administration fees, inventory fees, guarantor fees etc. are prohibited payments.”

Where do you get an inventory or check-out report template?

You can get an inventory or check-out report template from landlord bodies, deposit-scheme guidance, commercial inventory services or Northern Ireland’s official free model inventory, but England has no prescribed government inventory form. The clearest official template is Northern Ireland’s Department for Communities model, which says: “This list of standard items provided in the furnished property should be agreed, signed and dated both by the landlord/agent and the tenant/tenants.” In England, the government did not prescribe a landlord inventory template: “In addition, CLG will not prescribe an inventory.” NRLA members can use its editable inventory schedule of condition template, because the NRLA says: “The NRLA has produced a fully editable inventory template available to all members of the NRLA.” A useful rental property inventory template should be editable, room-based, photo-friendly and capable of being signed or acknowledged by every tenant or contract-holder.

Which report do you use when one joint tenant is replaced?

When one joint tenant is replaced, the safest report is a fresh check-in for the incoming group, or a written tenant-swap clause making the incoming tenant accept the original check-in inventory, because no UK statute names a special replacement-tenant report. Deposit-scheme practice is practical rather than formal: mydeposits says, “Either complete a new check‑in inspection at each swap or include a clear clause (with the date) in the agreement saying that incoming tenants are bound by the original check‑in report”. TDS gives the same answer more bluntly: “Unless you are completing a new inventory, the incoming tenant(s) should sign up to the original inventory.” A full check-out report is often the wrong tool when only one occupier leaves, because other tenants’ belongings may still be in place; TDS notes: “It can be impractical to do a check-out report where only one tenant is moving out as all the tenants’ belongings will be in place.”

When should a check-out inventory be done?

A check-out inventory should be done on the last day or as soon as possible after the tenancy ends, after the tenant has fully vacated and before cleaning, repairs or remedial works start. TDS gives the standard timing test: “To be considered reliable the report must be undertaken as soon as possible after the end of the tenancy.” It adds the ideal timing: “Ideally this will be on the last day of the tenancy after the tenant has vacated fully.” The report should not wait until contractors or cleaners have changed the evidence, because “Check-out reports need to be completed before any cleaning or remedial works are carried out.” Tenant attendance is useful in England and Wales but not required in law according to TDS; Scotland is different for letting agents, because the statutory Code says: “You must offer them the opportunity to be present at the check-out visit unless there is good reason not to.”

How do you do a check-out inventory?

Do a check-out inventory by inspecting every room against the original signed check-in inventory, recording differences in cleanliness, damage, missing items, keys and meter readings, and taking dated photographs before anything is cleaned or repaired. TDS describes the core method: “This report is based on the information available at the time of the check-out inspection compared directly with the inventory.” In Scotland, a letting agent who manages check-out must go further where appropriate: “If you are responsible for managing the check-out process, you must ensure it is conducted thoroughly and, if appropriate, prepare a sufficiently detailed report (this may include a photographic record) that makes relevant links to the inventory/schedule of condition where one has been prepared before the tenancy began.” In England, GOV.UK’s tenant-facing advice gives the same practical evidence point: “Check this against your copy of the inventory and take photos that show how you have left the property.”

Who pays for the check-out inventory?

In England and Wales, the landlord cannot require the tenant to pay a check-out or inventory fee; in Scotland the statutory fee ban is framed around grant, renewal or continuance rather than termination, and Northern Ireland has no legislation naming who pays for a check-out inventory. England’s Tenant Fees Act makes a payment prohibited unless it is permitted by Schedule 1: “For the purposes of this Act a payment is a prohibited payment unless it is a permitted payment by virtue of Schedule 1.” It also catches payments required in consideration of “the grant, renewal, continuance, variation, assignment, novation or termination of such a tenancy”. Wales is explicit that “check-in fees, check-out (or ‘exit’) fees, administration fees, inventory fees, guarantor fees etc. are prohibited payments.” In Scotland, the premium ban quoted in official guidance covers charges required as a condition of grant, renewal or continuance, so do not flatten the UK answer into the landlord always pays.

What should a landlord do at the end of a tenancy?

At the end of a tenancy, a landlord should inspect promptly against the agreed inventory, record evidence before works begin, agree deposit deductions if any, and start the deposit repayment process in the right scheme. England’s How to Let guidance says: “You should carry out an end of tenancy inspection, ideally with the tenant present, and with the inventory agreed at the beginning of the tenancy to hand.” Deductions should be evidence-led, because the same guidance says: “You can withhold part of their deposit to compensate for any damage caused to your property, furnishing costs or reasonable cleaning costs, but not for reasonable wear and tear.” For England and Wales custodial schemes, the statutory 10-day clock runs after the scheme administrator is notified of the parties’ agreement, not simply from the day the tenancy ends. In Scotland and Northern Ireland, the landlord must apply to the deposit scheme for repayment on, or as soon as reasonably practicable after, the tenancy ends.

Last reviewed September 2026.

Sources

• Renting Homes (Model Written Statements of Contract) (Wales) Regulations 2022 reg.27 — “The landlord must provide the contract-holder with an inventory in relation to the dwelling no later than the date by which the landlord must provide the contract-holder with the written statement of the occupation contract in accordance with section 31 (written statement) of the Act.” Source
• Renting Homes (Wales) Act 2016 s.24 — “A supplementary provision is not incorporated as a term of an occupation contract if the landlord and the contract-holder agree that it should not be incorporated.” Source
• Tenancy Deposit Schemes (England and Wales) Order 2007 explanatory memorandum — “In addition, CLG will not prescribe an inventory.” Source
• English Private Landlord Survey 2024 — “Most landlords (80%) stated they made an inventory of furniture or other items.” Source
• Scottish Government private residential tenancy model agreement notes — “The record of condition part should set out the state of the property itself - and so should, for example, say whether any parts have chips or marks or stains or are broken.” Source
• GOV.WALES Renting Homes FAQs for landlords — “If the property is unfurnished the inventory would reflect this and may refer only to fixtures.” Source
• TDS guide to inventories, check-in and check-out reports — “In any event, a well completed check-in report should describe the contents, cleanliness, and condition of each room in turn.” Source
• Renting Homes (Model Written Statements of Contract) (Wales) Regulations 2022 reg.27 — “Where no comments are received by the landlord within 14 days, the inventory is deemed to be accurate.” Source
• Scottish Government model private residential tenancy agreement — “The Tenant has a period of 7 days from the start date of the tenancy (set out above in the 'start date of the tenancy' section) to ensure that the Inventory and Record of Condition is correct and either 1) to tell the Landlord of any discrepancies in writing, after which the Inventory and Record of Condition will be amended as appropriate or 2) to take no action and, after the 7-day period has expired, the Tenant shall be deemed to be fully satisfied with the terms.” Source
• Housing (Wales) Act 2014 s.6 — “(d)preparing, or arranging the preparation, of an inventory for the dwelling or schedule of condition for the dwelling.” Source
• Northern Ireland model inventory of furnishings — “You may choose to produce the inventory yourself, or use an agent or organisation to do this on your behalf.” Source
• Letting Agent Code of Practice (Scotland) paragraph 68 — “If you are responsible for managing the check-in process, you must produce an inventory (which may include a photographic record) of all the things in the property (for example, furniture and equipment) and the condition of these and the property (for example marks on walls, carpets other fixtures) unless otherwise agreed in writing by the landlord.” Source
• InventoryFlex inventory and check-in report — “Inventory & check-in reports start from £120 — our most popular service, delivered within 24 hours of the inspection.” Source
• Welsh Government letting fees guidance — “This means any payments required after 1 September 2019 in relation to tenancy agreements, such as check-in fees, check-out (or ‘exit’) fees, administration fees, inventory fees, guarantor fees etc. are prohibited payments.” Source
• Northern Ireland Department for Communities model inventory of furnishings — “This list of standard items provided in the furnished property should be agreed, signed and dated both by the landlord/agent and the tenant/tenants.” Source
• NRLA inventory and schedule of condition — “The NRLA has produced a fully editable inventory template available to all members of the NRLA.” Source
• mydeposits guide to tenant swaps — “Either complete a new check‑in inspection at each swap or include a clear clause (with the date) in the agreement saying that incoming tenants are bound by the original check‑in report” Source
• TDS Letterbox issue 2 — “Unless you are completing a new inventory, the incoming tenant(s) should sign up to the original inventory.” Source
• TDS Letterbox issue 2 — “It can be impractical to do a check-out report where only one tenant is moving out as all the tenants’ belongings will be in place.” Source
• TDS guide to inventories, check-in and check-out reports — “To be considered reliable the report must be undertaken as soon as possible after the end of the tenancy.” Source
• TDS guide to inventories, check-in and check-out reports — “Ideally this will be on the last day of the tenancy after the tenant has vacated fully.” Source
• TDS guide to inventories, check-in and check-out reports — “Check-out reports need to be completed before any cleaning or remedial works are carried out.” Source
• Letting Agent Code of Practice (Scotland) paragraph 101 — “You must offer them the opportunity to be present at the check-out visit unless there is good reason not to.” Source
• TDS guide to inventories, check-in and check-out reports — “This report is based on the information available at the time of the check-out inspection compared directly with the inventory.” Source
• Letting Agent Code of Practice (Scotland) paragraph 102 — “If you are responsible for managing the check-out process, you must ensure it is conducted thoroughly and, if appropriate, prepare a sufficiently detailed report (this may include a photographic record) that makes relevant links to the inventory/schedule of condition where one has been prepared before the tenancy began.” Source
• GOV.UK How to Rent checklist — “Check this against your copy of the inventory and take photos that show how you have left the property.” Source
• Tenant Fees Act 2019 s.3 — “For the purposes of this Act a payment is a prohibited payment unless it is a permitted payment by virtue of Schedule 1.” Source
• Tenant Fees Act 2019 s.1 — “(a)requires the person to do any of those things in consideration of the grant, renewal, continuance, variation, assignment, novation or termination of such a tenancy,” Source
• Scottish Government letting agent code of practice — “In particular you must comply with section 82 of the Rent (Scotland) Act 1984(6), which prohibits any person, as a condition of the grant, renewal or continuance of an assured or short assured tenancy or private residential tenancy, from requiring a tenant or prospective tenant to pay any charges except rent and a refundable deposit of no more than two months' rent.” Source
• DLUHC How to Let, March 2023 — “You should carry out an end of tenancy inspection, ideally with the tenant present, and with the inventory agreed at the beginning of the tenancy to hand.” Source
• DLUHC How to Let, March 2023 — “You can withhold part of their deposit to compensate for any damage caused to your property, furnishing costs or reasonable cleaning costs, but not for reasonable wear and tear.” Source
• Housing Act 2004 Schedule 10 — “If, having received such a notification, the scheme administrator is satisfied that the tenant and the landlord have so agreed, the scheme administrator must arrange for the relevant amount to be paid, in accordance with the agreement, within the period of 10 days beginning with the date on which the notification is received by the scheme administrator.” Source
• Tenancy Deposit Schemes (Scotland) Regulations 2011 reg.24 — “A landlord must apply to the scheme administrator for repayment of any tenancy deposit paid to an approved scheme on, or as soon as is reasonably practicable after, the end of the tenancy.” Source
• Tenancy Deposit Schemes Regulations (Northern Ireland) 2012 reg.15 — “A landlord must apply to the scheme administrator for repayment of any tenancy deposit paid to a scheme on, or as soon as is reasonably practicable after the end of the tenancy.” Source