When you move into a rented property in Scotland, a careful check-in and inventory can protect you from unfair deposit deductions and disputes later on. This guide explains what tenants and renters should record at the start of a private residential tenancy, how to gather clear evidence, and which official processes to follow if a disagreement arises. It uses plain language for non-experts and points to the main legislation and decision body in Scotland so you can act confidently if you need to query a deposit, request repairs, or respond to a notice to leave.
Check-in and inventory: what to do
At the moment you get the keys, create a simple, dated inventory that records the condition of every room, fixed fittings and any existing damage. Include meter readings and note which appliances are provided and their condition. Photographs or short videos are especially helpful because they capture lighting and detail that written notes can miss.
- Take clear, dated photos and short videos of each room and all existing damage as evidence.
- Create a written inventory listing fixtures, fittings and their condition; sign and date it.
- Ask your landlord or letting agent to sign or initial the inventory and keep a copy.
- Record meter readings for gas, electricity and water on move-in and keep screenshots or photos of the meters.
- Report any urgent repairs to your landlord or agent in writing and keep a dated copy.
Official forms and when to use them
Scotland’s private rented sector is governed by the Private Housing (Tenancies) (Scotland) Act 2016, which defines many landlord and tenant rights and responsibilities[1]. Key official actions and forms to know:
Notice to Leave (template)
Form name/number: Notice to Leave (template, no single form number). When used: a landlord who wants to end a tenancy for a prescribed ground must serve a valid Notice to Leave. Example: if a landlord needs the property for a close relative under a permitted ground, they must serve the Notice to Leave with the correct notice period and reason, and keep proof of service[3]. Use the official guidance and templates on the Scottish Government site to ensure the notice is correct.
Application to the First-tier Tribunal (Housing and Property Chamber)
Form name/number: Application form available from the First-tier Tribunal (no single universal form number for every case). When used: tenants or landlords use the Tribunal application process to raise disputes about deposits, rent, repairs or notice validity. Example: if you cannot agree with your landlord over deposit deductions after check-out, you can apply to the Housing and Property Chamber to decide who is responsible[2].
Tenancy deposit protection and dispute evidence: Scotland requires lawful handling of deposits; keep your inventory and photos as your primary evidence if a deposit dispute occurs. If the deposit was lodged with a tenancy deposit scheme, the scheme’s process may run alongside Tribunal procedures.
FAQ
- Who decides deposit disputes in Scotland?
- The First-tier Tribunal (Housing and Property Chamber) decides most deposit and tenancy disputes for private rented tenancies in Scotland.
- Do I have to let the landlord inspect the property?
- Landlords can inspect with reasonable notice and at reasonable times; inspections should be agreed in advance unless it is an emergency.
- How long should I keep my inventory and evidence?
- Keep inventories, photos and communications for at least the length of the tenancy and for a few months after moving out while any deposit dispute could be raised.
How-To
Follow these steps to create a clear, usable check-in inventory that will help protect your deposit and record the property condition.
- Start by walking each room and writing a short description of walls, floors, fixtures and any marks or damage.
- Take dated photos and short videos from different angles for every room and any damage.
- Note meter readings and save photographic proof of the readings.
- Ask the landlord or agent to review and sign the inventory; keep a signed copy for yourself.
- Report any repair issues in writing and keep dated copies of your reports and their replies.
Key Takeaways
- A signed, dated inventory with photos is the best defence against unfair deposit deductions.
- Keep copies of all written communications, receipts and meter readings for the tenancy period.
- If you cannot resolve a dispute, apply to the First-tier Tribunal for an independent decision.
Help and Support / Resources
- First-tier Tribunal for Scotland (Housing and Property Chamber)
- Private Housing (Tenancies) (Scotland) Act 2016 (legislation)
- Scottish Government guidance on private residential tenancies
