Guide
Free check-in inventory template for landlords
The short answer
A check-in inventory records each room’s contents, condition and cleanliness at the start of a tenancy, with dated photos and your tenant’s agreement. Our free template follows the layout TDS suggests. Download it as a PDF or a Word file, or use it from this page.
Key points
- The check-in inventory is what a deposit adjudicator compares the property’s condition at check-out against.
- Record condition and cleanliness separately, room by room, and describe each mark by where it is, what it is, its colour and its size.
- Clear, dated photos with something to show scale back up what the inventory says.
- Give your tenant a copy and a set time to comment, typically 7 days. DPS calls the tenant’s signature the most important.
- An inventory you make yourself can be used, but it needs more support than an independent clerk’s: photos, and evidence your tenant saw it.
Why does a check-in inventory matter?
A deposit dispute is decided on paper. The adjudicator compares the property at the end of the tenancy with its condition at the start, and the check-in inventory is the record of that start. Without it, there’s little to show that a mark or a missing item wasn’t there when your tenant moved in.
What should a check-in inventory include?
TDS’s guide to inventories suggests this layout: a cover sheet with the address, date, author and a short description of the property, an opening summary of its condition and cleanliness, then each room in a logical order. Record appliance makes and models, meter readings, keys, alarms and the garden, and say if anything is brand new.
Record cleanliness separately from condition, because they aren’t the same thing. Describe marks by location, type, colour and size. Words like “fair” or “OK” can be read in many ways, so use a short key of terms and keep to it.
Do I need an inventory clerk?
No, but an inventory you make yourself needs more support. The joint guide from TDS, DPS and mydeposits says the best inventories are usually prepared by a third party, contain clear dated photographs and are signed by the tenant. A report you compile yourself needs evidence that your tenant saw it and had the chance to comment, plus clear photos backing up what it says.
The template
Download the template
Print it and fill it in by hand, or type into the Word version. Both have the same sections as the template below.
Check-in inventory
About the tenancy
- Property address
- Date of check-in
- Time
- Prepared by (name, and whether landlord, agent or inventory clerk)
- Tenant(s)
- Tenancy start date
- Furnished, part furnished or unfurnished
- About the property (type, number of bedrooms, floors)
How to use this template
- Go room by room, in the order you’d walk through the home, and use the same order at check-out so each room can be compared.
- Record condition and cleanliness separately. They aren’t the same thing: a carpet can be in good condition and dirty.
- Describe each mark by where it is, what it is, its colour and its size, for example “two 5 cm grey scuffs on the wall behind the door, 1 m from the floor”.
- Say if anything is brand new, and keep the receipt.
- Take clear photos as you go, with something in the frame to show scale, and note each photo’s number against the item. Keep the original files: their dates help show when they were taken.
- Avoid vague words like “fair” or “OK” on their own. Use the terms in the key below, the same way throughout.
- Give your tenant a copy and a set time to comment, typically 7 days. Keep their comments and your replies with the report.
Key to the terms used
| Term | Meaning |
|---|---|
| New | Unused, or fitted for this tenancy (say which) |
| Good | Clean working order, with no marks beyond those listed |
| Worn | Marks or wear from normal use, described in the notes |
| Damaged | Broken, torn, stained or not working, described in the notes |
| Professionally cleaned | Cleaned by a cleaning company before this tenancy (keep the invoice) |
| Clean | Cleaned before this tenancy, not by a professional |
| Not clean | Needs cleaning, described in the notes |
Opening summary
- Overall condition
- Overall cleanliness
- Decoration (when last decorated, if known)
Room by room
Copy this table for each room: the hallway, living room, kitchen, each bedroom, the bathroom and any other room.
- Room
| Item | Description (make, colour, material) | Condition | Cleanliness | Notes (where, what, colour and size of any mark) | Photo numbers |
|---|---|---|---|---|---|
| Door and frame | |||||
| Walls | |||||
| Ceiling | |||||
| Floor covering | |||||
| Skirting boards | |||||
| Windows, sills and frames | |||||
| Curtains, blinds and fittings | |||||
| Lights and switches | |||||
| Sockets | |||||
| Radiators and heating | |||||
| Furniture (one line each) | |||||
| Fixtures and fittings |
Kitchen appliances
| Appliance | Make and model | Working? | Condition | Cleanliness | Photo numbers |
|---|---|---|---|---|---|
| Oven and hob | |||||
| Extractor hood | |||||
| Fridge and freezer | |||||
| Washing machine | |||||
| Dishwasher | |||||
| Microwave |
Meter readings
| Meter | Location | Serial number | Reading | Photo number |
|---|---|---|---|---|
| Electricity | ||||
| Gas | ||||
| Water |
Keys and security devices
| Key or device | How many | Which doors or locks | Photo number |
|---|---|---|---|
| Front door | |||
| Back door | |||
| Window keys | |||
| Fobs and cards | |||
| Garage or shed |
Alarms
| Alarm | Location | Tested at check-in? | Working? |
|---|---|---|---|
| Smoke alarm | |||
| Carbon monoxide alarm |
Outside
| Area | Condition | Notes | Photo numbers |
|---|---|---|---|
| Garden and lawn | |||
| Paths and patio | |||
| Fences and gates | |||
| Shed or outbuildings | |||
| Bins |
Agreement
I confirm that this inventory is an accurate record of the property’s contents, condition and cleanliness at check-in, apart from any comments I’ve added below.
- Tenant’s comments (within 7 days of receiving this inventory)
| Signed by | Name | Signature | Date |
|---|---|---|---|
| Tenant | |||
| Tenant | |||
| Landlord or agent |
This template helps you record the property’s condition. It isn’t legal advice, and the deposit scheme’s adjudicator decides any dispute on the evidence both sides send.
What happens after check-in?
Give your tenant a copy and a set time to comment, typically 7 days, and keep their comments and your replies with the inventory. DPS calls the tenant’s signature the most important, because it confirms they agreed the condition at the time. If your tenant doesn’t sign, keep proof that they had the chance to, such as the email that sent it.
At check-out, go through the rooms in the same order, so each one can be compared with the check-in.
Common questions
Is the template free to use?
Yes. Download the PDF or the Word version, or use the template on this page. There’s no sign-up and nothing to pay.
Does my tenant have to sign the inventory?
It isn’t essential, but it carries weight. DPS calls the tenant’s signature the most important, because it confirms they agreed the condition at the time. If your tenant didn’t sign, show they had the chance to, for example with the email that sent it.
Can I use the template for a furnished let?
Yes. Add a line to each room’s table for every piece of furniture, with its description, condition and cleanliness, and photograph each one.
Can TenancyVaults do the check-in for me?
The Evidence Locker’s guided check-in runs in your phone’s browser: it takes you room by room, dates every photo, and sends the report to your tenant to sign. You can also upload an inventory made with this template to the Locker or to a case.
Sources
The facts on this page come from these official sources, checked on 18 October 2026.
- TDS: Inventories, check-in and check-out reportscustodial.tenancydepositscheme.com
- A Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)tenancydepositscheme.com
- DPS: Preparing for disputes, the check-indepositprotection.com
- DPS: Common dispute questionsdepositprotection.com
- DPS: Keeping good recordsdepositprotection.com