Check-In inspections: what to record before a tenancy begins

A Check-In inspection establishes a record of what was present and visible at the beginning of a tenancy. It is most useful when it is specific enough to compare with a later Check-Out. A vague starting description leaves both landlord and tenant guessing about what changed.

The inspection should reflect the property's actual state on the date recorded. Do not write an expected state in advance and assume it was achieved. If cleaning or repairs continue after your visit, keep those later changes separately dated.

Prepare before you walk through

Have the property address, room list and available information about furnishings ready. Charge your phone, make space for photographs and check that the date and time are correct. If another person is attending, note who they are and what role they have. Attendance is a fact; it is not proof that anyone agreed with the contents.

Begin with a short overview of each space, then move to individual items. The inventory checklist is a useful prompt, but adapt it to the real property. A missing item should not appear merely because a template expected it.

Record the starting condition

Describe fittings, finishes and movable items that are included. A useful entry names the item, its location and visible features. Add condition and cleanliness observations separately. For example, a hob may be clean but have an existing scratch; those facts should not be collapsed into one rating.

Inspect places that are easy to overlook: inside cupboards, window frames, floor edges, sanitary fittings and the condition of supplied appliances. Photograph anything likely to be difficult to describe later. Note when a cupboard cannot be opened or a room cannot be entered. Do not fill the gap with a guess.

Keep separate records for keys and readings

Record each key or access device, its description and quantity. Take readings for each accessible meter and identify the utility and register. A dual-rate electricity meter needs both readings, with labels that show which is which. If a meter cannot be read, state the reason. Alarm presence and any physical test performed should likewise be recorded as separate facts, without implying a safety certification.

The Tenancy Deposit Scheme inventory guide describes the value of a starting inventory and photographs when considering condition at the end. Your own report should also be checked against the tenancy agreement and the property actually supplied.

Issue a stable record

Review the complete report and photographs before issuing it. Keep the issued copy and any delivery record. If a tenant later points out an omission or an existing mark, record the response and make a dated correction rather than editing the original invisibly. A response deadline alone should never be described as acceptance.

For the other end of the tenancy, see our Check-Out guide. To begin your own report, create a Check-In with InventoryKit; the preview is available before the final PDF purchase.