Creating a clear inventory and keeping organised evidence helps tenants in Wales protect their deposit, respond to repair disputes and prove the condition of a home at move‑in and move‑out. This guide explains what to record, how to collect reliable photos, videos and dated logs, and which official forms or tribunals can decide disputes. It uses plain language for renters and includes practical examples you can apply today, such as timestamping photos, noting meter readings and saving copies of communications with your landlord or agent. Use these steps to reduce the risk of unfair deductions and to prepare a strong case if you need to apply to the tribunal or court.
What an effective inventory should include
An inventory is a written and visual record of the property condition when you move in and when you move out. Keep both the initial check‑in inventory and the final check‑out inventory, and make sure both are dated and signed where possible.
- Photos and videos with timestamps or visible date markers.
- Deposit amount, the protection scheme name and any receipts for payments.
- Move-in and move-out dates and the signed tenancy agreement start date.
- Keys and locks condition and how many keys were provided.
- Any repair or maintenance issues recorded with date and who was notified.
- Appliance serial numbers, meter readings and condition notes for fixtures and fittings.
Collecting reliable evidence
Good evidence is consistent, dated and stored so you can find it later. Use your phone to record photos and short videos, and keep a simple log of when each item was captured. If you email or text your landlord or lettings agent about a problem, keep a copy and save any replies.
- Keep a dated photo folder labelled with the property address and the move-in/move-out status.
- Save copies of notices, repair requests and any completed work orders.
- Note deadlines for replies and work and the date you reported issues.
Official forms and when to use them
Some disputes can be resolved informally, but others may require an application to an official body. For tenancy or deposit disputes you can apply to the First-tier Tribunal (Property Chamber) for a decision on residential tenancy matters. [2] For legislation that governs tenancy rights in England and Wales, see the Housing Act 1988. [1]
- Apply to the First-tier Tribunal (Property Chamber) — use this when you cannot agree a fair deposit return or need a tribunal order. Example: if your landlord keeps part of your deposit for cleaning but you have dated photos showing the condition, you can apply to the tribunal for a ruling.[2]
- Page and guidance about tenancy deposit protection and how to get your deposit back — use this guidance to check whether your deposit was protected correctly and what steps to take before applying for a formal dispute.[3]
Practical example: preparing a tribunal application
Collect copies of the tenancy agreement, your inventory with timestamps, all photos and videos, receipts for deposit payments and records of communications asking for repairs or an agreed exit inspection. Label each file and include a short chronology of events with dates.
Dealing with deposit deductions
Landlords may propose deductions for cleaning, damage or unpaid rent. Ask for a detailed breakdown and supporting evidence. If you disagree, provide your inventory, photos and records showing the pre-existing condition or reasonable wear and tear.
- Request an itemised breakdown and receipts for any contractor or cleaning charges.
- Submit your evidence to the landlord, and if unresolved, include it with any tribunal application.
Key Takeaways
- Timestamped photos and a signed inventory are the strongest evidence for deposit disputes.
- Keep clear records of communications and receipts to support your case.
- Act promptly on deadlines and formal notices to protect your procedural rights.
FAQ
- Do I need an inventory to get my full deposit back?
- An inventory is not legally required, but it significantly helps prove the pre-existing condition and can prevent or resolve disputes more easily.
- How long should I keep evidence after I move out?
- Keep all move-in and move-out evidence, receipts and messages for at least a year after tenancy ends; longer if a dispute is ongoing.
- Where do I apply if the landlord and I cannot agree?
- If you cannot agree, you can apply to the First-tier Tribunal (Property Chamber) or follow the deposit scheme's dispute resolution if applicable.
How-To
- Make a move-in inventory: write descriptions, take timestamped photos and record meter readings on day one.
- Report any damage or required repairs in writing to the landlord and keep a copy of the message and reply.
- Before moving out, repeat the inventory process and photograph the whole property in similar lighting to the move-in photos.
- If the landlord proposes deductions, ask for an itemised invoice and evidence; if unresolved, prepare your file for a tribunal or dispute resolution.
Help and Support / Resources
- Rent Smart Wales - official landlord and property information
- Welsh Government guidance on renting privately in Wales
- First-tier Tribunal (Property Chamber) - how to apply
