UK deposit adjudicators require a signed check-in inventory as the baseline for any deduction claim. Without one, almost all claims fail regardless of the damage caused. Completing a thorough inventory takes 90 minutes and protects thousands of pounds.
Why Your Inventory Must Include These 6 Elements
An inventory that wins disputes is specific, signed, photographed, and dated. Generic inventories fail.
📍
1. Item-Level Description
List every item by room, including fixtures, fittings, and furniture. Vague entries like "carpet — good" are not sufficient.
🔢
2. Condition Grade
Use a defined 1–5 grading scale (see below). Subjective words like "fair" mean nothing to an adjudicator without a reference scale.
📸
3. Timestamped Photos
Photograph every item listed. Enable timestamps on your camera. Photos without dates are frequently dismissed in disputes.
✍️
4. Tenant Signature
Tenant must sign each page or a declaration confirming accuracy. Email confirmation with the inventory attached is also accepted.
🔢
5. Meter Readings
Record gas, electricity, and water readings at check-in and check-out. Essential for utility dispute prevention.
🔑
6. Keys & Access Devices
List all keys issued including copies, fobs, and parking permits. Unreturned keys can be a valid deduction — if documented.
Standard Condition Grading Scale
Use these grades consistently throughout your inventory. Define the scale on the cover page of every inventory document.
Grade
Label
Definition
Photo Requirement
1 — New
Brand New
Installed or replaced for this tenancy. No marks, scratches, or use.
Mandatory
2 — Excellent
Excellent
Minimal use, near-new condition. No visible marks or damage.
Mandatory
3 — Good
Good
Normal use evident. Minor scuffs or marks consistent with occupation.
Strongly recommended
4 — Fair
Fair
Visible wear. Functionality unaffected. Approaching end of expected life.
Required to support claims
5 — Poor
Poor
Significant wear or damage. May require replacement in near future.
Mandatory with notes
Room-by-Room Inventory Checklist
Click each room to expand its checklist. Every item should be graded and photographed.
Front door (condition of frame, lock, letterbox) Grade + photo