Blog / Landlords | 8 Mins Read

Property Inventory Guide and Template for Landlords

Name: Property Inventory Guide and Template for Landlords
Brand: Progressive Lets
Rating: 4.9 (499 reviews)

By Wayne Beecham | Created on 3rd February 2025

Our property inventory guide explains the importance of preparing a thorough inventory for your rental properties. If you are a landlord or property investor in Peterborough – and surrounding areas like Spalding, Boston, Wisbech or Corby – it could be a costly mistake if you don’t use a landlord inventory template to document the property’s condition.

It takes substantial planning and investment to run a buy-to-let business effectively. As a landlord or property investor, it pays to plan ahead. One of the costliest oversights landlords make is neglecting to record a thorough property inventory at the beginning of every tenancy.

If you skip completing an inventory, you could pay the price later. As the landlord, you could end up needlessly spending on repairs that weren’t your fault and entering deposit disputes with your tenants over responsibilities for damage. We’ll show you how a simple property inventory template can help.

Our in-depth guide explains what factors you must consider and why they are crucial to protect you and your property business.

What Is A Property Inventory?

In its simplest form, a property inventory is a list, and ideally pictures, of everything in the rental property with specific descriptions to create a condition report. You can use a property inventory template as a guide.

It is usually compiled before the tenants move in. We recommend creating a landlord property inventory for both furnished and unfurnished properties.

What should a property inventory include?

Here’s an overview of what a typical property inventory should include:

1.Basic Property & Tenant Details

Full address of the property.
Full landlord and tenant names.
Date of the inventory report.
The start date of the tenancy.

2.Exterior & Interior Property Condition

The walls, ceilings, and floors (note down any marks, scuffs, cracks and stains).
Windows and doors (including locks and their functionality, and window sealing).
Lighting and electrical fixtures (i.e. the condition and working order).
Heating systems and radiators (i.e. are they blocked, functional, need bleeding etc.)
Cleanliness of the property (to see if it will need professional cleaning or a simple tidy).

3.Room By Room Inventory

Living Room: Furniture (e.g., sofas, tables), curtains/blinds, decor, soft furnishings and electronics (if provided).
Bedrooms: Beds, mattresses, wardrobes, curtains, mirrors, carpets etc.
Kitchen: Appliances (fridge, oven, washing machine), utensils, crockery, cabinets, countertops, and flooring.
Bathroom: Fixtures (toilet, sink, shower/bath), mirrors, extractor fan, tiles, any mould or staining.
Hallways/Staircases: Carpets, runners, lighting, and banisters (stability & chipping).
Outdoor Areas (if applicable): Gardens, sheds, bins, gates, fences, the lawn, outhouses etc.

4.Fixtures And Fittings

Door handles, light switches, plug sockets, cabinet and draw handles, clothes hooks, and any other hardware.
Smoke and carbon monoxide detectors (in the right place, and to regulation standards).
Curtain poles, blinds, and rails.

5.Furniture and Appliances (If Furnished)

Clear descriptions of all furniture and appliances provided, including:

Note the brand names, models, and serial numbers where applicable and possible.
Basic condition of the furniture (new, used, damaged).
Photographic evidence of what each item looks like.

6.Metre Readings

You should take initial readings for gas, electricity, and water meters – and note the location of these down for tenants.

7.Keys

You should create a list of keys that you have provided to the tenant, so you can keep track of who has access to the property.

8.Photos or Videos For Rental Inventory

Ideally, high-quality images or videos should accompany written descriptions for your rental property inventory. Focus especially on the areas most prone to damage, bits that already have existing damage, and any valuable items/appliances.

This list is by no means exhaustive, but it hopefully provides a neat overview from which to begin your property inventory list.

What About Pre-Existing Damages?

Any issues or pre-existing damage should be highlighted when conducting the inspection and writing the inventory report. No matter how insignificant, every issue should be recorded by taking photographs and making written notes. You should also note if something is new and in pristine condition.

Can I Get A Detailed Landlord Inventory Template?

A quick search on Google will provide many examples of ready-made landlord property inventory templates to download for free as a PDF or spreadsheet. But if the free landlord inventory templates don’t fit the bill, make your own.

Creating a property inventory template in Word or Excel, including pictures and notes, is easy. Most importantly, it’s an exhaustive list of items, fixtures, and their condition. Using video or photographs is useful as supplementary evidence.

Do I Need A Landlord Inventory?

It is not a legal requirement for landlords and property investors to create and file a property inventory report. However, it is really, really important to have one to protect both the landlord and tenant from future disputes.

By law, you must place the property deposit that you take from your tenant in an approved deposit protection scheme. If you don’t have the report as evidence of the inventory, it could be challenging to claim a deduction from your tenants’ deposit for any damages or neglect, based on the rules of the tenancy agreement.

Do I Need To Use A Paid Inventory Service For Landlords?

Paying for a third party to create a professional property inventory is necessary. However, if you are busy, you might assign the task to your letting agent or an independent inventory company.

There are pros and cons to doing it yourself or leaving it to the professionals. If you go it alone, you may miss some essential items, but it will save you money. On the other hand, professionals have specialist software and are meticulous in their record-keeping, which could save you money in the long run. They are also independent and can mediate disputes so that you don’t get too involved.

When is the best time to record my landlord inventory?

Timing is critical in deciding when to conduct the inspection and create the inventory. The best time is when your old tenants have left and after you have completed any maintenance and prepared the property for the new tenants to move in.

Ideally, you or the letting agent should review the report with the tenants when they move in. The tenants can then visually check everything and sign to confirm their agreement to the condition of items described in the report.

Conducting Regular Inventory Checks

As a responsible landlord, you should arrange regular inspections to check the property’s condition and identify any issues. At this point, you can fix any safety issues, or if the property is being mistreated, start the process to claim for any damage or, in the worst cases, remove the tenants.

Not sure where to start? Use our landlord inspection checklist as a guide. It covers your own regular inspections and the gas and electrical safety checks you must arrange.

It is important to note that it is a legal requirement to give your tenants at least 24 hours’ written notice before an inspection, and it must be conducted at a reasonable time of day.

How Should I Deal With Any Damage?

If you find any damage to fixtures, fittings, or furnishings after a regular inspection, you may decide to charge your tenants. But you must prove that it was their fault and wasn’t there before. You must establish that the damage was caused intentionally or by neglect. Normal ‘wear and tear’ is expected, so you can’t reasonably charge your tenant for this.

Any legitimate damage is claimable, and you should obtain a written estimate for the repairs. A copy should be sent to the tenant, who must agree to the amount deducted from their deposit. If there is no dispute, you should inform the tenancy deposit scheme. Sometimes, tenants may wish to be invoiced personally and pay for it separately from personal funds.

End Of Tenancy Inventory Checks

When the tenancy ends, arrange a detailed check-out meeting on the day your tenant moves out. The tenant should be present at the final inspection, and they should have already removed all of their possessions from the property. You should have the inventory checklist and cross-reference every item as you walk around the property.

It’s important to note that tenants are not liable for reasonable ‘wear and tear’. Therefore, the report should not mark this as damage, and the tenant should not be penalised.

If you’re a new landlord in the Peterborough area, we can help you with every aspect of letting property – including from subletting, to evictions, to putting together a landlord inventory template. Contact us today to find out more about our services.

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Wayne Beecham

Wayne is East Midland’s answer to property management. His hard work and high standards of service have gained him a fierce reputation within the regional lettings market. He knows what it takes to own and manage a profitable portfolio himself, because he is not only a successful investor and landlord, but co-founder and “hands on” managing director of Progressive Lets.

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