Moving into a rented property can be stressful, but a clear inventory and check-in process protects both tenants and landlords in England. This guide explains what to record at the start of a tenancy, how to take and store dated photographs, what questions to ask about repairs, and how to note existing wear and damage. It also covers deposit protection, what to do if your landlord disagrees with the inventory, and practical steps to prepare evidence for a dispute. Use these renter-friendly tips to create a thorough, dated record so you can focus on settling in, avoid misunderstandings about condition, and make it easier to get the right outcome if a disagreement arises.
What an inventory should cover
An inventory is a dated, signed written record of the property and its contents at the start of a tenancy. It should be detailed and include the condition of walls, floors, fixtures, fittings, appliances, and any existing damage or stains. Where reasonable, note the age and working order of appliances and include meter readings.
- Room-by-room inventory listing all furniture, fixtures and visible damage.
- Condition notes for walls, skirting, floors, windows, and doors.
- List of appliance make/model and whether each item is in working order.
- Time-stamped photos of each room, close-ups of damage and meter readings where applicable.
Check-in process: step-by-step
Do the check-in with the landlord or letting agent present if possible. Read the inventory carefully, suggest additions, and sign a copy once you agree it reflects the property. Keep an electronic and a paper copy. If the landlord will not sign, mark your version as "tenant copy" and note the date and circumstances.
Evidence best practice
- Take clear photos showing the whole room and close-ups of any faults.
- Make dated notes of conversations about condition and repairs.
- Save inventory and photos in multiple places (email yourself, cloud storage, and a local copy).
Deposits and official protections
In England, most assured shorthold tenancy deposits must be placed in a government-approved tenancy deposit protection scheme and the tenant given prescribed information within 30 days. If your deposit is not protected, or you do not receive the required information, there are legal remedies and possible compensation. For practical guidance about deposit protection schemes see the official GOV.UK guidance linked below.[2]
Relevant forms and when tenants might use them
- N244 — Application notice: use this court form to ask a judge for permission to take an urgent step in a county court case (for example, to ask for an interim order or permission after a deadline). Practical example: if a tenant needs a court hearing date changed or wants to ask a court to admit late evidence, an N244 is used to request that application.
- N5 — Claim form for possession: this is the landlord’s claim form to start possession proceedings; tenants should be aware of it because timely responses and raising defences can change outcomes. Practical example: if you receive notice and a possession claim is issued, check the N5 details and seek advice promptly.
- First-tier Tribunal (Property Chamber): the tribunal handles many housing and property disputes; tenants can use its guidance to understand how to raise disputes about deposits, disrepair and contractual matters. Practical example: if a deposit scheme cannot resolve a dispute, you may be able to apply to the tribunal for a decision and return of funds.[3]
Note: tenancy deposit schemes and court/tribunal routes each have specific forms and processes; follow official guidance closely and keep copies of everything you send.
When legislation matters
Key statutes that affect tenancy rights in England include the Housing Act 1988 and the Rent Act 1977; these set out foundational rules on possession, tenancy types and relevant landlord obligations.[4][5]
FAQ
- What should I do if the inventory misses damage that I later find?
- Raise the issue with the landlord or agent as soon as you find it, provide dated photos and written records, and keep copies of all communications. If the parties cannot agree, you can use the tenancy deposit scheme’s dispute process or apply to the First-tier Tribunal (Property Chamber) depending on the issue.[3]
- Can I take photos with my phone and will they be accepted as evidence?
- Yes; dated, time-stamped photos are widely accepted as evidence. Back them up (email to yourself or upload to cloud storage) and keep the originals to show the file creation dates.
- What if my landlord refuses to sign the inventory?
- Sign your own copy and mark it as the tenant’s version, record the date and circumstances, and send a copy to the landlord by email or recorded post so there is a dated record. Keep proof of sending.
- How long should I keep inventory records after moving out?
- Keep records for at least six years if there is a risk of a dispute, as that covers the usual limitation periods for contract and most tenancy disputes.
How-To
- Gather documents: tenancy agreement, previous landlord communications, meter readings and any pre-tenancy emails.
- Walk through each room photographing the whole space and specific faults, ensuring photos are dated or saved with original timestamps.
- Complete a written inventory listing items and condition, ask the landlord or agent to review, and sign the final copy.
- Confirm deposit protection details and keep the prescribed information; if missing, follow the GOV.UK guidance to understand your remedies.[2]
- If a dispute persists, gather your evidence and use the First-tier Tribunal or the deposit scheme’s dispute service as appropriate.[3]
Key Takeaways
- Create a dated, signed inventory with photos at the start of the tenancy.
- Ensure your deposit is protected and you receive prescribed information within 30 days.
- Keep all evidence and send any disagreements in writing to build a clear paper trail.
