Free Landlord Inventory Template UK —
Word, Excel & PDF (2026)

What is a landlord inventory?

A landlord inventory is a written record of a rental property's contents and condition at the start of a tenancy. It usually combines two things: an inventory — a list of what is in the property (furniture, white goods, fixtures and fittings) — and a schedule of condition, which records the state and cleanliness of each item and of the property itself, ideally supported by dated photographs.

Together, these give you a dated, agreed baseline. At the end of the tenancy you carry out a check-out against the same document, and any difference beyond fair wear and tear is what you can reasonably claim for.

Is an inventory a legal requirement in England?

Strictly, no — there is no law that says you must produce an inventory. But that makes it sound far less important than it is. If you take a deposit, you must protect it in an approved scheme (TDS, DPS or MyDeposits) within 30 days, and if there is a dispute at the end of the tenancy the scheme's adjudicator decides it on the evidence. Without a signed, dated inventory backed by photographs, you will usually be unable to justify a single deduction for damage or cleaning.

So while an inventory is not a stand-alone legal duty, it underpins two things that are governed by law: your deposit deductions and your possession evidence. Treat it as essential.

What to include in your inventory

A strong inventory works through the property methodically. Our template is already laid out this way; if you build your own, make sure it covers:

• Property and tenancy details — address, the parties, tenancy start date, and the date the inventory was carried out.
• Meter readings and keys — electricity, gas and water meter readings and serial numbers taken on the day, and the number of keys and fobs handed over.
• Safety alarms — confirm a smoke alarm is present on every storey, and that a carbon monoxide alarm is fitted in every room used as living accommodation that has a fixed combustion appliance, such as a boiler, wood burner, or gas or oil fire. The only such appliance that does not trigger the CO-alarm rule is a gas cooker.
• A room-by-room schedule of condition — for each room, record walls and ceilings, flooring, windows and doors, light fittings, radiators, and any furniture or appliances you provide, with the condition and cleanliness of each.
• Overall condition and tenant comments — space for general notes and for the tenant to add anything they disagree with.
• Signatures and dates — from both you (or your agent) and the tenant.

How to describe condition

Be specific and consistent. Vague entries like "good" for a whole room are hard to rely on later. Our template uses simple, repeatable scales:

Where something is already marked or damaged at check-in, describe it plainly ("2cm scuff, left of window") and photograph it. That protects the tenant too, which is exactly why an agreed inventory holds up.

How to complete it, step by step

1. Fill in the property and tenancy details and take the meter readings before the tenant moves in.
2. Work through room by room, recording each item's condition and cleanliness and photographing as you go.
3. Note the overall condition and test the smoke and carbon monoxide alarms with the tenant present.
4. Give the tenant a copy and ask them to review it, add any comments, and sign. Allow them up to 7 days to respond.
5. Store the signed inventory and photos safely. At the end of the tenancy, carry out a check-out against the same document so you are comparing like for like.

Common inventory mistakes to avoid

• Doing it after move-in. An inventory dated after the tenant has the keys is far weaker. Complete it first.
• No photos, or undated photos. Photographs are your strongest evidence — but only if they are clearly from check-in day.
• Not getting it signed. An inventory the tenant never saw or agreed carries little weight. Give them a copy and the chance to comment.
• Being vague. "Kitchen — good" tells an adjudicator nothing. Record items individually.
• No check-out. The inventory only proves change if you repeat it at the end against the same document.
• Confusing wear with damage. Charging for normal ageing is the fastest way to lose a deposit dispute.

Frequently asked questions

Is a landlord inventory a legal requirement?

It is not a stand-alone legal requirement, but it is essential in practice. Deposit disputes are decided on evidence, and without a signed, dated inventory backed by photos you will usually be unable to justify deductions. It is also useful evidence in Section 8 possession proceedings since Section 21 was abolished on 1 May 2026.

What is the difference between an inventory and a schedule of condition?

An inventory lists what is in the property; a schedule of condition records the state and cleanliness of those items and of the property itself, ideally with photographs. Most landlords combine both — as our template does.

Do I have to give the tenant a copy?

You should. Give the tenant a copy at check-in, ask them to review and sign it, and allow up to 7 days for comments. An agreed inventory is far stronger than one the tenant never saw.

Is the template really free with no sign-up?

Yes. Download the Word, Excel or PDF version directly with no email or account, or use the browser-based Inventory Builder, which keeps your work on your own device only.