Inventory & Check-In Rights for Room Tenants (Scotland)

Moving into a room in shared housing brings practical questions about inventories and check-ins. In Scotland, documenting the condition of your room at move-in helps protect your deposit, show what belongs to you, and reduce disagreements later. This guide explains what a check-in inventory should record, how to collect and store evidence, and when to use official routes such as the First-tier Tribunal (Housing and Property Chamber) or deposit dispute procedures. It uses plain language so tenants can act confidently if there is a dispute about damage, cleaning, or deductions from a deposit.

What is an inventory and check-in?

An inventory is a dated, written record of the condition and contents of your room and any shared spaces when you move in. A professional or the landlord can prepare it, or you can make your own. A check-in is the meeting or process when that inventory is agreed and signed. Good inventories list existing marks, cleanliness, furniture, meter readings and include dated photos or short videos as evidence. Refer to the governing law for private tenancies in Scotland for rights and duties ^[1].

Why inventories matter for room tenants

Inventories reduce uncertainty about responsibility for damage or missing items. If a landlord tries to deduct from your deposit, a clear move-in inventory and photo evidence can show the condition pre-existed your tenancy or was recorded as agreed.

What to include in a check-in inventory

• Take dated photos and short videos of walls, flooring, windows, fixtures and any existing damage.
• Note the condition of furniture and fittings supplied with the room.
• Record meter readings, keys handed over and the state of shared areas you use.
• Ask the landlord or agent to sign or initial the inventory and keep a dated copy.

How to create a reliable record

Follow a simple, consistent process: inspect the room under good light, photograph each wall and feature, write short notes next to photos, and store files with the date. If the landlord prepares the inventory, compare it carefully and add your own photos before signing. If you cannot agree, ask for the inventory to note your disagreement and keep your copy.

Official forms and how to use them

When an informal resolution fails, tenants in Scotland can use official forms to raise disputes. The main routes and documents are listed below with practical examples.

• Application to the First-tier Tribunal for Scotland (Housing and Property Chamber): the tribunal provides application forms for disputes over deposits, repairs and deductions; use this if the landlord will not return disputed deposit sums and you have documented evidence (inventory, photos). See the tribunal guidance for which application form to use and how to submit ^[2].
• Private Residential Tenancy written information (Scottish Government guidance): the model tenancy and guidance explain required tenant information, what should be given at the start of tenancy, and how deposits should be handled; use this to check what the landlord must provide and to support a deposit dispute claim ^[3].

Practical examples of using forms

• If the landlord deducts £150 for carpet cleaning but your move-in photos show stains pre-dated your tenancy, apply to the Housing and Property Chamber with your inventory and photos to ask for an order for repayment.
• If the landlord provided no written inventory, include your dated evidence and a clear timeline in your tribunal application to show you recorded the condition promptly.

FAQ

Do I have the right to make my own inventory as a room tenant?

Yes. You can create a dated inventory with photos; keep a copy and ask the landlord or agent to sign or to note disagreements so you have evidence if a dispute arises.

What if my landlord refuses to sign the inventory?

Keep your own dated record and photos, note the landlord's refusal in writing, and seek dispute resolution through your deposit scheme or the First-tier Tribunal if necessary.

How long should I keep check-in documentation?

Keep inventories, photos and communications until after you have the deposit returned and any time limits for disputes have passed; longer retention helps if issues arise later.

How-To

1. Inspect the room on move-in day with good lighting and take clear, dated photos of each wall, the floor, ceiling and supplied furniture.
2. Write a short note for each photo describing marks, stains or faults and save images with the date in cloud storage or email them to yourself.
3. Compare your record to any landlord inventory; ask for signatures or initials and add your own dated notes if you disagree.
4. If a dispute later occurs, gather the inventory, all photos, messages and receipts and submit the appropriate tribunal application form with your evidence.

Key Takeaways

• Document everything at move-in with dated photos and short notes to protect your deposit.
• Keep copies of inventories and communications and use official application forms if informal resolution fails.

Help and Support / Resources

• First-tier Tribunal for Scotland (Housing and Property Chamber)
• Private Housing (Tenancies) (Scotland) Act 2016 on legislation.gov.uk
• Scottish Government: private renting and the Private Residential Tenancy

1. [1] Private Housing (Tenancies) (Scotland) Act 2016 - legislation.gov.uk
2. [2] First-tier Tribunal for Scotland (Housing and Property Chamber) - housingandpropertychamber.scot
3. [3] Scottish Government: Private Residential Tenancy guidance - gov.scot