Free Property Condition Report Template

PROPERTY CONDITION REPORT

Check-in Inventory  ·  United Kingdom

PARTIES AND INSPECTION DETAILS

This Property Condition Report (this "Report") is made on 1 April 2026 between James Williams (the "Landlord") and Sophie Chen (the "Tenant") in respect of the residential property known as 42 Maple Avenue, London E5 9BT. It records the condition and contents of the Property at the Check-In inspection and is prepared to serve as evidence for tenancy-deposit adjudication and for any fair-wear-and-tear assessment at the end of the tenancy. This Report should be read together with the tenancy agreement and the prescribed information served under the Housing (Tenancy Deposits) (Prescribed Information) Order 2007.

This Report is prepared pursuant to sections 212-215 of the Housing Act 2004 and the Housing (Tenancy Deposits) (Prescribed Information) Order 2007 (SI 2007/797). The Landlord is required to protect any tenancy deposit in a government-authorised scheme within 30 days of receipt and to serve the prescribed information on the Tenant within the same period. This Report, together with any accompanying photographs, establishes the baseline condition of the Property against which the end-of-tenancy condition will be compared. Under the Tenant Fees Act 2019 Schedule 1, deductions from the deposit may only be made in respect of damage caused by the Tenant in breach of the tenancy and may not be made for fair wear and tear.

The condition of each inspected room is recorded below. Ratings use the scale Good / Fair / Poor, consistent with AIIC (Association of Independent Inventory Clerks) inventory practice.

   Living Room (Good): Walls: light grey, good. Carpet: beige, good condition with a small mark near the window. Radiator: working and warm. 3x double sockets, all tested working. 1x aerial socket. Light fitting: working.

   Kitchen (Good): Walls: tiled splashback (white), good. Floor: vinyl, good. Worktops: laminate, good (minor scratch near hob). Stainless steel sink and mixer tap, good. All cupboards opening smoothly.

   Bathroom (Good): Fully tiled walls (white), good. White acrylic bath, good. Electric shower over bath, tested working. Toilet, good, flush working. Basin and chrome mixer tap, good. Extractor fan, tested working.

   Bedroom(s) (Good): Bedroom 1: walls white, carpet cream, good. Built-in wardrobe (sliding doors — one slightly stiff, to monitor). Bedroom 2: walls light blue, carpet grey, good. Roller blind fitted.

   Hallway / Communal Areas (Good): Walls magnolia, good. Laminate flooring, good (minor scuff on skirting board noted). Smoke alarm fitted and tested.

METERS AND SAFETY COMPLIANCE

The Landlord confirms that the Property complies with: (a) the Gas Safety (Installation and Use) Regulations 1998 reg 36 — annual CP12 certificate for all gas installations and appliances; (b) the Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020 — EICR every 5 years; (c) the Smoke and Carbon Monoxide Alarm (England) Regulations 2015 (as amended 2022) — a smoke alarm on each storey and a carbon-monoxide alarm in any room with a fixed combustion appliance (other than a gas cooker); (d) the Energy Efficiency (Private Rented Property) (England and Wales) Regulations 2015 — Minimum Energy Efficiency Standard of EPC E or above since 1 April 2020; (e) the Homes (Fitness for Human Habitation) Act 2018 — the Property is fit for human habitation at the commencement of, and throughout, the tenancy; and (f) the Renters' Rights Act 2025 (in force 1 May 2026), which extends Awaab's Law (s.34) to the private rented sector — the Landlord must investigate hazards reported by the Tenant within the statutory timeframe and complete repairs within the required period — and the Decent Homes Standard (Sch.1) to the private rented sector (full compliance by 2035). Any defects recorded in this Report shall be addressed in accordance with that timetable.

Both parties acknowledge that fair wear and tear is expected over the course of a tenancy. Under the leading authority Regis Property Co Ltd v Dudley [1959] AC 370, fair wear and tear means reasonable use of the Property by the Tenant and the ordinary operation of natural forces. The Landlord and Tenant Act 1985 section 11 places repairing obligations on the Landlord for the structure and exterior of the Property and for installations for the supply of water, gas, electricity, sanitation, space heating and hot water. The Tenant Fees Act 2019 Schedule 1 provides that a tenancy deposit may be used only for genuine damages and not for fair wear and tear. Pre-existing damage recorded in this Report shall not be charged to the Tenant at check-out.

The Landlord confirms that the deposit of £1,800.00 has been or will be protected in Deposit Protection Service (DPS) within 30 days of receipt under section 213 of the Housing Act 2004. At the end of the tenancy, the Property condition will be compared against this Report. Deductions from the deposit may only be made for damage exceeding fair wear and tear, for unpaid rent, for reasonable cleaning costs where the Property has not been returned in the condition recorded at check-in (subject to wear and tear), and for such other matters as the tenancy agreement reasonably permits. Any dispute may be referred to the scheme's Alternative Dispute Resolution (ADR) service, whose decision is binding on both parties if both consent to ADR. Failure to protect a deposit within 30 days exposes the Landlord to a statutory penalty of 1-3 times the deposit amount under section 214 Housing Act 2004.

FIXTURES, APPLIANCES AND OUTDOOR AREAS

The items listed above form part of the Property at the date of this inspection. The Tenant is responsible for their care and safe use during the tenancy and for returning them in the condition recorded, subject to fair wear and tear. Any appliance sold as part of the letting must comply with the Furniture and Furnishings (Fire) (Safety) Regulations 1988 (as amended) in respect of upholstered furniture, and with the Electrical Equipment (Safety) Regulations 2016 and PAT testing good practice for portable appliances. Where a professional inventory clerk has been instructed, this inventory is prepared in accordance with the AIIC Code of Practice.

The following damage or defects were present at the Property prior to the commencement of the tenancy (or were identified during the inspection) and are acknowledged by both parties. These items shall not be attributed to the Tenant at check-out:

Minor scuff on hallway skirting board (approx 5cm near living-room door). Slight grout discolouration in bathroom around shower tray. Small chip on kitchen worktop near hob.

The following photographs were taken at the inspection and form part of this Report. Both parties shall retain dated copies of all photographic evidence, as recommended by the Government's How to Rent guide:

Photo 1 — hallway skirting board scuff. Photo 2 — bathroom grout discolouration near shower tray. Photo 3 — kitchen worktop chip. Photos 4-12 — general room overviews.

Any dispute regarding deductions from the deposit shall be referred to the authorised deposit scheme's Alternative Dispute Resolution (ADR) service (DPS, TDS or MyDeposits). Both parties agree that ADR is the preferred dispute resolution route; the scheme's decision is binding if both parties consent to ADR. Nothing in this Report prevents either party from pursuing a claim in the County Court if ADR is declined.

I confirm I have inspected the property and agree with this report, subject to the pre-existing damage observations noted above.

The Tenant has the right to review this Report and to notify the Landlord or managing agent in writing of any discrepancies within 7 days of receipt. Failure to notify within 7 days shall be treated as acceptance of the contents of this Report, subject to later rectification of genuine errors.

Meter photographs retained by both parties. Tenancy agreement dated 28 March 2026 signed and witnessed.

Both parties confirm that the descriptions of condition, contents and pre-existing damage in this Report are true and accurate to the best of their knowledge and are not made with the intention of misleading the other or the deposit scheme adjudicator. Giving false or misleading information about a consumer's housing rights or financial liabilities is an offence under section 226 of the Digital Markets, Competition and Consumers Act 2024, enforceable by the Competition and Markets Authority and local trading standards from 6 April 2025. The Landlord and any managing agent acknowledge that an inflated or fabricated check-out report (or an artificially lenient check-in report later used against the Tenant) may amount to misleading information for the purposes of s.226 DMCC Act 2024.

The Landlord (and any managing agent or inventory clerk) shall process the Tenant's personal data and the photographs and inventory records prepared in connection with this Report only for the purposes of administering the tenancy, complying with statutory safety duties, and conducting any tenancy-deposit scheme adjudication, in accordance with the Data Protection Act 2018 as amended by the Data (Use and Access) Act 2025 (SI 2026/82 in force 5 February 2026) and the UK GDPR. The Landlord shall additionally provide the Tenant with a written privacy notice on or before the date of this Report, shall not disclose the inventory or photographs to third parties (other than the relevant deposit scheme and any incoming tenant's referencing agent) without the Tenant's prior consent, and shall delete the inventory, photographs and Tenant personal data within 6 years of the end of the tenancy (or any longer period required by limitation, regulatory or insurance purposes).