Room-by-Room Inventory Checklist for Shared Homes (England)

An accurate, room-by-room inventory helps tenants in England protect their deposit and avoid disputes in shared homes. This guide explains how to record fixtures, furniture, fittings, and any existing damage, with practical examples for communal areas and private bedrooms. It covers what photos and written notes to take, how to date and store records, and when to share the inventory with your landlord or agent. Tenants will also find step-by-step advice for reporting repairs and for using inventory evidence in deposit or tribunal disputes. Use this checklist at move-in and move-out to establish a clear baseline and reduce the risk of unfair deductions.

Before you start: what to prepare

Gather a few simple tools so you can create a clear, dated inventory that an agent or tribunal will accept.

• Phone or camera for dated photos and short videos.
• Notebook or digital log to record measurements and descriptions.
• Inventory template or form to list items and condition.
• Tape measure and torch to check hard-to-see areas.
• Move-in and move-out dates and time records.

Room-by-room checklist

Entrance & communal areas

• Flooring, scuffs, stains or damage to walls and skirting boards.
• Doors, locks, keys and entry systems (note if keys are provided).
• Lighting, switches and any electrical faults or missing covers.
• Smells, mould or ventilation issues in corridors and stairwells.

Kitchen

• Appliances: cooker, hob, fridge, freezer — note working condition and cleanliness.
• Sink, taps and drainage: check for leaks, slow drainage or loose fittings.
• Cabinets, worktops and any existing chips, burns or stains.
• Smoke alarm and extractor fan operation and last test date if known.

Bedrooms

• Furniture condition: beds, mattresses (stains), wardrobes and drawers.
• Windows, curtains/blinds and locks working properly.
• Heating controls, radiators and any visible leaks.
• Photograph labels, serial numbers or any pre-existing marks.

Bathrooms

• Toilet, shower, bath and taps: check seals, grouting and signs of leakage.
• Ventilation, extractor fans and any mould or damp patches.
• Towel rails, mirrors and storage condition.

Using inventory evidence for deposit disputes

Keep a clear record of move-in condition and share a signed copy with your landlord or agent. If a deposit dispute arises, you can use your photos, dated notes and the inventory as evidence when you contact a deposit scheme or make an application to the tribunal.^[1][2]

Official forms and when to use them

Form 6A — Notice seeking possession (Form 6A): used by landlords to serve a Section 21 notice for assured shorthold tenancies when regaining possession. Example: if a landlord serves a valid Form 6A after the fixed term ends, tenants should check dates, conditions and whether the deposit was protected before responding.^[3]

Tenancy deposit protection information: learn how deposits must be protected and how to start a dispute through your deposit scheme or by applying to the First-tier Tribunal (Property Chamber). Practical example: if your deposit was not protected, you may be eligible for compensation and the scheme or tribunal can consider your inventory evidence.^[1]

Apply to the First-tier Tribunal (Property Chamber): when informal dispute resolution fails, tenants can apply to the tribunal for deposit or possession disputes. You will need copies of the tenancy agreement, inventory, photos and any communication with the landlord or agent when filing an application.^[2]

Key Takeaways

• Create a dated, signed inventory to help protect your deposit.
• Photographs and written notes are stronger when stored and shared promptly.
• If disputes cannot be resolved, use the deposit scheme or First-tier Tribunal with your evidence.

FAQ

What should I include in a shared home inventory?

List fixtures, furniture, fittings, existing damage, cleanliness, keys provided and dated photos for each room.

Can an inventory protect my deposit?

Yes. A clear, dated inventory and photos make it harder for unfair deductions and support your case with the deposit scheme or tribunal.

What if my landlord disputes my inventory?

Try informal resolution first, then use your deposit schemes dispute service or apply to the First-tier Tribunal with copies of your inventory, photos and correspondence.

How-To

1. Gather documents: tenancy agreement, previous inventory (if any) and a camera or phone.
2. Work room-by-room: note items, condition and take at least two dated photos of each issue.
3. Complete an inventory template and sign or email a copy to your landlord or agent on move-in day.
4. Keep originals and backups in a safe folder and record the move-out condition in the same way.
5. If you cannot agree at move-out, raise the issue with the deposit scheme or apply to the First-tier Tribunal with your evidence.

Help and Support / Resources

• Tenancy deposit protection - GOV.UK
• First-tier Tribunal (Property Chamber) - GOV.UK
• Contact your local council (housing enforcement) - GOV.UK

1. [1] Tenancy deposit protection - GOV.UK
2. [2] First-tier Tribunal (Property Chamber) - GOV.UK
3. [3] Form 6A (Notice seeking possession) - GOV.UK
4. [4] Housing Act 1988 - legislation.gov.uk
5. [5] Rent Act 1977 - legislation.gov.uk