Is an inventory legally required?

No, there is no legal requirement to prepare an inventory in England and Wales. However, it is strongly recommended by all three UK tenancy deposit schemes and is essential for supporting any deposit deductions at the end of the British tenancy. UK landlords who proceed without an inventory risk being unable to make valid deduction claims.

Should the tenant sign the inventory?

Yes. A signed inventory demonstrates that the tenant agreed with the recorded condition at the start of the tenancy. If the British tenant refuses to sign, note this on the document and send them a copy for their records. UK deposit scheme adjudicators give significantly more weight to signed inventories in England and Wales.

Can photographs replace a written inventory?

Photographs are valuable supporting evidence but should not replace a written inventory for UK properties. The British deposit scheme adjudicators in England and Wales require written descriptions of condition, with photographs used to corroborate the written record.

What if I discover damage after the inventory is signed?

If damage is discovered shortly after check-in that was not recorded, it may be difficult to prove it was caused by the tenant under UK tenancy law. This highlights the importance of British landlords conducting a thorough inspection before the tenant moves in, in line with best practice in England and Wales.

How detailed should the inventory be?

As detailed as possible. Note specific marks, scratches, stains, and the general condition of every item and surface. Vague descriptions such as good condition are less useful than specific notes like small scratch on front left leg. UK deposit scheme adjudicators in England and Wales expect British landlords to evidence specific deterioration beyond fair wear and tear.

Should I use an independent inventory clerk?

Using an independent UK inventory clerk is considered best practice because their report is seen as impartial by British deposit scheme adjudicators. However, a thorough self-prepared inventory with photographs can also be effective in England and Wales, particularly if the tenant signs it.

Rental & PropertyUnited Kingdom

Free Inventory & Schedule of Condition Template

A detailed inventory and schedule of condition template for landlords and letting agents in England and Wales. Document every room and item at the start of a tenancy.

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INVENTORY AND SCHEDULE OF CONDITION

England And Wales · Check-in Inspection · Housing Act 2004 Deposit Protection

PROPERTY AND INSPECTION

PROPERTY ADDRESS	22 Birch Close, Bristol, BS4 2AE
INSPECTION TYPE	Check-In
INSPECTION DATE	1 April 2026
TENANT(S)	Marcus and Aisha Patel
LANDLORD / AGENT	Sarah Thompson
TENANCY START DATE	1 April 2026
INSPECTOR	Sarah Thompson (Landlord)
CORRESPONDENCE ADDRESS	15 Oak Street, Bristol, BS1 4LJ
CONTACT EMAIL	sarah.thompson@example.co.uk
CONTACT PHONE	07700 900321
DEPOSIT SCHEME	Deposit Protection Service (DPS)
DEPOSIT AMOUNT	GBP 1,400.00

This Inventory and Schedule of Condition was prepared at 22 Birch Close, Bristol, BS4 2AE on 1 April 2026. It records the condition, contents and meter readings of the Property at the date of inspection and forms the evidential basis for any future end-of-tenancy assessment, including any deposit deduction referred to an authorised tenancy deposit scheme under section 212 of the Housing Act 2004. Deductions from the tenant's deposit may be made only in respect of genuine loss suffered by the landlord, having regard to fair wear and tear consistent with the length of the tenancy, the number and age of occupants and the age of the items at the start of the tenancy.

METER READINGS AT INSPECTION

GAS METER	Reading 12458 · Located: Under-stairs cupboard · Serial: G4-MS14-0088712
ELECTRICITY METER	Reading 08721 · Located: Kitchen cupboard (right of fridge) · Serial: EC-55N-0044219
WATER METER	Reading 00344 · Located: Outside front of property, below street level

KEYS AND ACCESS

KEYS PROVIDED	2× front door Yale keys, 1× back door mortice key, 2× window restrictor keys, 2× letterbox keys
FOBS / KEYPADS / OTHER ACCESS DEVICES	1× parking permit fob, 1× communal recycling-store fob
ALARM / ENTRY SYSTEM	Intruder alarm — code reset on check-in, reset instructions given to tenant
BOILER / THERMOSTAT	Worcester Bosch Greenstar 30Si (2022), serviced 15 March 2026, boiler pressure 1.2 bar

OVERALL PROPERTY CONDITION

DECORATIVE CONDITION	Good — minor light wear consistent with age
CLEANING STANDARD	Professional standard (deep clean evidenced)

SCHEDULE OF CONDITION — ROOM-BY-ROOM

HALLWAY: Walls — newly painted magnolia, no marks. Flooring — oak-effect laminate, one small scuff near front door (photographed).

LIVING ROOM: Walls — dulux white, clean. Carpet — beige, professionally cleaned, no stains. Curtains — cream, clean. Radiator TRV working. One minor chip on skirting near radiator (photographed).

KITCHEN: All units clean and closing flush. Worktop — no chips or scratches. Oven (Bosch) clean inside and out. Fridge-freezer (Samsung) empty and clean. Washing machine (Bosch) empty; drum and door seal clean.

BATHROOM: Bath enamel good condition. Shower working, no limescale. Grouting slightly discoloured around bath edge (photographed, pre-existing). Toilet clean and flushing.

MASTER BEDROOM: Walls — light grey, clean. Carpet — grey, clean. Built-in wardrobe doors aligned, shelves present.

SECOND BEDROOM: Walls — white, clean. Carpet — grey, clean. Window opening fully, restrictor present.

SAFETY CHECKS AND STATUTORY COMPLIANCE

SMOKE ALARMS	Tested and in working order (Smoke and Carbon Monoxide Alarm (Amendment) Regulations 2022)
CARBON MONOXIDE ALARMS	Tested and in working order (Smoke and Carbon Monoxide Alarm (Amendment) Regulations 2022)
GAS SAFETY CERTIFICATE (CP12)	Issued 15 March 2026 — Gas Safety (Installation and Use) Regulations 1998 reg.36
ELECTRICAL INSTALLATION CONDITION REPORT (EICR)	Issued 10 January 2025 — Electrical Safety Standards (England) Regulations 2020
EPC RATING	C (74) (must be E or better: MEES Regulations 2015)
SAFETY OBSERVATIONS	Smoke alarm on each habitable floor, tested in presence of tenant. CO alarm in room with gas boiler, tested in presence of tenant.

CONTENTS LIST

FURNISHED ITEMS	Living room: 3-seater fabric sofa, 2-seater fabric sofa, coffee table, TV stand. Dining: Oak dining table and 4 chairs. Kitchen: Bosch electric oven, Samsung fridge-freezer, Bosch washing machine, microwave. Master bedroom: Double bed frame and mattress (Silentnight, 2024), bedside tables ×2. Second bedroom: Single bed frame and mattress. Bathroom: Freestanding laundry basket, bathroom mirror.
OVERALL CONTENTS CONDITION	Good — all items present, clean, and in serviceable condition. Mattresses within labelled manufacturer hygiene date.

FAIR WEAR AND TEAR

Fair wear and tear is the reasonable deterioration of the Property and its contents resulting from the tenant's normal and reasonable use during the tenancy. Scheme adjudicators (DPS, TDS and mydeposits) will apply the House of Lords test from Regis Property Co Ltd v Dudley [1959] AC 370, having regard to the age, condition and quality of the items at the start of the tenancy and the length of the tenancy. Under section 11 of the Landlord and Tenant Act 1985 the landlord is responsible for repairs to the structure, exterior and installations for the supply of water, gas, electricity, sanitation and heating, and the costs of those repairs may not be deducted from the deposit.

DEPOSIT DEDUCTION FRAMEWORK

Where the tenant's deposit is protected under Part 6 Chapter 4 of the Housing Act 2004 (sections 212-215), any proposed deduction at the end of the tenancy must: (a) be supported by this inventory and photographic evidence dated the day of inspection; (b) reflect genuine loss consistent with Schedule 1 of the Tenant Fees Act 2019; (c) take account of fair wear and tear and the age of the item betterment principle; and (d) be itemised with the landlord's reasonable estimate of cost. Disputes may be referred free of charge to the deposit scheme's adjudication service, which will decide on the evidence submitted.

TENANT REVIEW AND AGREEMENT

The Tenant shall have 7 days from receipt of this document to review it, note any amendments or disagreements in writing and return a signed copy to the Landlord or Agent. If no written amendments are received within that period the inventory shall be deemed agreed and accepted as an accurate record. This document has been prepared with reasonable care and skill as required by section 13 of the Supply of Goods and Services Act 1982 where prepared by a professional inventory clerk. Personal data is processed under the UK General Data Protection Regulation and Data Protection Act 2018 for the lawful purposes of deposit protection and the administration of the tenancy.

PHOTOGRAPHIC EVIDENCE

A separate folder of dated, timestamped photographs taken on the date of inspection is attached to, and forms part of, this Inventory. Photographs are retained for the duration of the tenancy and for a reasonable period thereafter to support deposit adjudication in accordance with scheme guidance.

LANDLORD / AGENT

Sarah Thompson

Date: ____________________

TENANT(S)

Marcus and Aisha Patel

Date: ____________________

What Is an Inventory and Schedule of Condition?

An inventory and schedule of condition is a detailed written record of the contents and condition of a rental property at the start of a tenancy. The inventory lists all items provided by the landlord (furniture, appliances, fixtures, and fittings), while the schedule of condition describes the state of the property itself, including walls, floors, windows, doors, and installations.

This document serves as the baseline against which the UK property condition is assessed at the end of the tenancy in England and Wales. It is essential evidence in any deposit deduction dispute, as the British tenancy deposit schemes rely heavily on the check-in and check-out reports when adjudicating claims. Without a comprehensive inventory, UK landlords may find it difficult to justify deductions for damage or missing items under English law.

What's Covered in This Template

Doxuno's inventory and schedule of condition template provides a structured format for recording the property condition room by room.

Property Overview

General description of the property type, address, and date of the inventory inspection.

Room-by-Room Breakdown

Separate sections for each room including bedrooms, living areas, kitchen, bathroom, and hallways.

Walls, Ceilings, and Floors

Condition notes for all surfaces in each room including paint, wallpaper, carpet, and flooring.

Fixtures and Fittings

Light fittings, curtain rails, blinds, door handles, and other fixed items with condition descriptions.

Furniture and Contents

Detailed list of all furniture and household items provided, with descriptions of condition and any existing marks or damage.

Appliances

All appliances included in the tenancy with make, model, and condition notes.

Garden and External Areas

Condition of outdoor spaces, fencing, paths, and any garden furniture or equipment provided.

Meter Readings

Gas, electricity, and water meter readings taken at the start of the tenancy.

Keys and Access

Number and type of keys provided for all locks, windows, and communal areas.

Photographic Evidence

Space for referencing dated photographs that supplement the written descriptions.

Tenant Acknowledgement

Signature section for the tenant to confirm they have reviewed and agree with the inventory.

Clerk Details

Name and contact details of the person who conducted the inventory inspection.

How to Create Your Inventory and Schedule of Condition

Follow these steps to produce a thorough inventory that will stand up to scrutiny in any deposit dispute.

1
Inspect the property thoroughly
Visit the property when it is clean and ready for the tenant. Work through each room systematically, noting the condition of every surface, fixture, and item.
2
Take comprehensive photographs
Photograph each room from multiple angles, plus close-ups of any existing marks, stains, or damage. Ensure photographs are clearly dated, as UK deposit adjudicators in England and Wales require dated photographs to establish the British property condition at check-in.
3
Record all items and their condition
Enter each item into the template with a clear description of its condition using consistent terminology (e.g., new, good, fair, poor, worn).
4
Note meter readings and keys
Record all utility meter readings and document every key provided, including front door, back door, window, and any communal access keys or fobs.
5
Have the tenant review and sign
Provide the completed inventory to the tenant at or before check-in. Allow them time to review it and note any disagreements before signing. UK best practice in England and Wales is to give the British tenant at least seven days to raise any amendments.

Legal Considerations

While an inventory is not a legal requirement in England and Wales, it is strongly recommended and plays a critical role in UK deposit protection disputes.

This template is for informational purposes only and does not constitute legal advice. Consult a qualified solicitor for advice specific to your situation.

Reviewed for England & Wales law

Role in Deposit Disputes

The UK tenancy deposit scheme ADR services consider the check-in inventory and schedule of condition as primary evidence when adjudicating deposit disputes in England and Wales. Without a comprehensive, signed inventory, the British landlord position is significantly weakened and deductions are less likely to be upheld by UK adjudicators.

Fair Wear and Tear

The UK inventory establishes the baseline condition, which is then compared to the check-out report in England and Wales. Any deterioration must be assessed against fair wear and tear under English law, taking into account the length of the British tenancy, the age of items, and the number of occupants.

Professional vs Self-Prepared Inventories

While UK landlords can prepare their own inventory, using an independent inventory clerk is considered best practice in England and Wales. A professionally prepared British inventory carries more weight in UK deposit dispute resolution as it is seen as an impartial record.

Tenant Right to Amend

The British tenant should be given a reasonable period (typically 7 days) to review the UK inventory and raise any discrepancies in England and Wales. Any amendments agreed by both parties should be recorded and both copies updated to reflect the agreed condition.

Frequently Asked Questions

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