Property Inventory Form

What is an inventory?

The Inventory is a listing of all the contents of a property and a record of the condition of each item. It’s also referred to as a “schedule of condition“. The form is designed to help monitor the condition of the items before a tenant moves in and just before a tenant leaves, so it can be made clear what damages, if any, need to be paid for.

This is a step often skipped by landlords’ and tenants’, when it really shouldn’t be. An inventory can prevent a lot of disputes between tenants and landlords, so it’s extremely useful.

How is an Inventory prepared?

The Landlord, Letting Agent or an Independent Inventory Clerk should prepare the Inventory which should be agreed with the tenant on move-in day. The Landlord/Agent and tenant(s) should sign the Inventory and initial every page to signify agreement.

Photographic or video evidence of the property contents and condition is optional but often a wise safety net. How thorough you want to be can often depend on how valuable the items in the property are. Obviously the more valuable items like a cooker and washing machine should be captured with imagery, so there is no question of their condition.

When Should the inventory be cross-checked?

It is common, and advisable, for landlords or agents to make regular inspections when managing a tenancy. Inspecting on a quarterly basis (every 3 months) to compare the inventory with the current condition should be perfectly acceptable to both parties. It’s important to remember that a tenant needs 24 hour notice in writing before an inspection is made.

The final inventory check at the end of tenancy

Ideally, on move out day the landlord should do a final inventory check. The inventory must be checked and agreed with the tenant before the deposit being returned.

It’s imperative that the inventory is checked immediately before the tenant leaving, so there can be no argument about any damage occurring after the tenant has gone. The deposit should only be handed back with in 7 to 14 days if there are no outstanding issues when the inspection is complete.

What happens if items have been damaged?

If there’s a general consensus between the parties on what has been damaged, then estimates should be drawn up for repairs/replacements. The tenant should be informed of all the costs in writing and amounts of deductions from the deposit.

If the deposit doesn’t cover the amount needed to carry out the repairs, an invoice itemising all costs involved for additional payments should be sent to the tenant. If the tenant is insured, this evidence should be provided for the insurance company.

If items need to be replaced then it’s the landlords obligation to consider betterment. This means that the original age and condition of the replaced item should be taken into account when estimating the replacement cost.

What if the parties Cannot Agree?

If the parties cannot reach agreement as to which items have been damaged, the severity of the damage, the repair or replacement costs etc, then great care should be taken in:

• recording the state and condition with photographs
• obtaining estimates and repair or replacement costs
• informing the tenant/landlord in writing

Disputes over these matters may eventually need to be solved through arbitration by a third party – most usually, the Small Claims Court.

Is an Inventory needed for an unfurnished property?

The Short answer is yes. Even if a property is deemed as unfurnished, there will still be items that can be damaged and costly to replace e.g sinks, carpets, condition of walls etc. Consequently, it is still crucial to have a detailed inventory.

Download Property Inventory Form

Property Inventory Form

The form can be modified so it suits your requirements.

Does anyone use an Inventory Form, if so, has it been helpful?

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Talk / 11 Comments

Marcus Hill wrote this on 2008-06-17 13:27:46 Thank you for the property inventory, very helpful 1

Gurpreet Khaira wrote this on 2009-03-10 12:07:14 Excellent article, thank you very much for the form, great stuff! 2

sonni wrote this on 2009-05-30 16:01:32 An estate agent said that an inventory completed by the landlord might not have much weight in court. Does anyone know if this is true and should a professional service be used or is this just another money making scheme? 3

joan wrote this on 2009-07-22 21:55:14 Thank you very much for the information-i have learnt something and also the form-i needed some help and this was it- 4

mark standing wrote this on 2009-08-15 19:41:49 Thanks very much,great form,nice to share 5

andy cameron wrote this on 2009-10-02 15:48:27 hi thanks for free download and allowing me to veiw the site . who's the Honey on the video ?.... is she single ? 6

The Landlord wrote this on 2009-10-02 23:09:03 Hey Andy,
She's my friend and no, she's not single :) 7

James wrote this on 2009-10-08 13:18:59 Hi,
Wicked site and a great template for an inventory form.
I work for an inventory company and just wanted to answer sonni.
You an do your own inventories but your estate agent was right to advise you otherwise. An inventory is supposed to be an independant document that does not favour either party.
Even if the tennant signs the document that you have written, when it comes to the check out they may not agree to sign to the changes and that is were the problem occurs.

Hope i helped 8

Jools wrote this on 2009-10-08 17:51:45 Wondered where the lady had gone! You keeping her to yourself Landlord? 9

videoinventory wrote this on 2010-02-10 15:59:27 Sonni, yes to a degree, inventories done by credible third parties are better in court. Actually, video inventories are the recommended standard these days. 10

Stan wrote this on 2010-02-23 16:02:15 A property inventory should be done by a third party so that should you need to use it as evidence in a dispute it will stand up in court. 11