How to make a useful property inventory

An inventory is a dated account of a property's contents and condition. Its value lies in detail that another person can understand months later. “Good condition throughout” is quick to write, but it gives little help when someone needs to identify a particular mark on a particular surface.

This guide is written for landlords in England. It is a way to organise observations, not a substitute for a tenancy agreement, safety checks or advice on a dispute.

Start with a clear property record

Record the full address, inspection date, report creator and report type. Note whether the property is furnished and whether anyone attended the inspection. If a room is locked, a surface is covered or an appliance cannot be accessed, say so. An honest limitation is more useful than a confident statement about something you did not see.

Work through the property in a consistent order. Start outside, if relevant, then move through entrance areas, living spaces, kitchen, bathrooms, bedrooms and storage. Give each room and item a stable reference. References let a later photograph or check-out observation point back to the exact item instead of relying on a description such as “the cupboard”.

Describe what you can see

For each item, separate its identity from its condition and cleanliness. “White painted timber door with chrome handle” identifies the item. “Two shallow scratches near the lower hinge” records condition. “Dust on the top edge” records cleanliness. Avoid words that decide who caused a mark; that is a different question and may depend on evidence outside the inventory.

Record meter readings, keys and alarm observations in their own sections. A note that an alarm is present is different from a record of a test actually performed. If you did not test it, record that fact. An inventory is not a certificate of legal compliance.

Add photographs with context

A wide photograph helps locate a room, while a closer photograph shows a specific defect. Use both where they help. Check that the photo is sharp and that its reference matches the written item. Photograph existing marks and cleaning issues as well as pristine surfaces. If the camera's capture date is unavailable, keep the upload date separate rather than guessing when the image was taken.

Read our photographic evidence guide for a fuller checklist. The property inventory checklist can help you avoid missed areas.

Review, share and preserve the version

Before issuing a report, read it as if you had not visited the property. Can you identify every item? Are missing areas disclosed? Do the photo references make sense? Keep the issued version, its date and any later corrections distinct. Do not silently replace the original after a tenant responds.

The Tenancy Deposit Scheme guide to inventories explains the value of a detailed starting record and a clear later comparison. The deposit scheme or other decision maker will look at the evidence available for a particular dispute; an InventoryKit report does not decide the outcome.

If you are ready to create your own record, start a Check-In inventory. You can inspect and preview before paying for the final PDF.