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Sample Landlord Inventory & Template for Peterborough Landlords

Name: Sample Landlord Inventory & Template for Peterborough Landlords
Brand: Progressive Lets
Rating: 4.9 (515 reviews)

By Wayne Beecham | Created on 5th October 2026

Our property inventory guide explains the importance of preparing a thorough inventory for your rental properties, and why using a sample landlord inventory can help to make sure no details are missed. As 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 and schedule of condition, 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 comprehensive 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. Seeing a real, filled-in example like this can help you visualise exactly what a completed inventory should look like.

Inventory checklist: quick-reference summary

Essential property details
Tenant details
Exterior condition
Interior condition
Gas and electrical fixtures
Room-by-room inventory
Furniture
Appliance
Meter readings
Keys
Photos or videos

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. noting 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. Meter 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.

Take the opportunity to proactively uncover damp, mould or other hazards during the initial inventory. Awaab’s Law will soon make it a legal priority for landlords to promptly deal with hazards in private rental properties.

Where can I find a sample landlord inventory?

Our completed example landlord property inventory template gives you an impression of what to include on your own checklist.

Creating a property inventory template in Word or Excel, including pictures and notes, is an option. However, adapting free landlord inventory templates can be a good way to ensure you include 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, but it’s really important. Taking an inventory can protect both the landlord and tenant from future disputes and provide crucial legal evidence for evictions.

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.

Furthermore, since Section 21 was abolished, landlords must rely on Section 8. Many Section 8 grounds to evict require evidence of the property’s condition and any damage caused, making a documented inventory even more important.

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

If you are busy, or want added reassurance, you can pay for a third party to create a professional property inventory. You might assign the task to your letting agent or an independent inventory company. An AIIC-accredited independent inventory clerk can provide that reports will withstand scrutiny by deposit schemes and in court.

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.

Landlord inventory software vs paper templates

A third option between using DIY templates or paying independent inventory clerks is to use landlords inventory software.

Each product or app differs, but at a minimum can help you to structure entries and store photos from the property.

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.

Key Step: Conducting Regular Inventory Checks

As a responsible landlord, you should arrange regular inspections to check the property’s condition and identify any issues. 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. With all new and existing tenancies now being periodic from day one, you can no longer rely on the fixed-term expiry as a natural point to carry out checks.

That’s not all. The incoming Decent Homes Standard and Awaab’s Law will put increased emphasis on landlords keeping properties is good condition. Inspections offer a valuable chance to spot, document and tackle hazards like damp and mould at an early stage.

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.

Area	Likely fair wear and tear	Likely tenant damage or neglect
Carpets	Light flattening in walkways and fading	Burns, tears, or large unremoved stains
Walls	Minor scuffs and slightly faded paint	Large holes, marker or crayon marks, unapproved redecoration
Curtains and blinds	Sun fading	Torn fabric or broken blind slats
Kitchen surfaces	Light scratches and worn edges	Burn marks and deep cuts
Bathroom	Slightly discoloured grout	Cracked or chipped sink, bath or tiles
Doors and locks	A handle loosened by regular use	A broken lock or a hole in a door

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.

Should you need to take things further and seek eviction, you will need a well-documented inventory as the basis for any property damage-related Section 8 possession grounds.

What happens if there’s no inventory in a deposit dispute?

With no inventory to provide evidence, deposit scheme adjudicators are likely to favour the tenant. This is why landlords should treat the inventory as an essential step of managing a property – it provides detail about what is contained within the property.

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.

Frequently Asked Questions

How long should a tenant have to comment on the inventory before it becomes final?

Most landlords and agents allow tenants around seven days after move-in to check the report and note any disagreements in writing. That period is common practice rather but not required by a law. Ask the tenant to sign and return the amended copy, and keep both versions, so any later deposit dispute starts from an agreed record.

Do I need a new inventory when a tenancy continues on a periodic basis?

No, the original inventory stays valid while the same tenant remains in the property. Because every tenancy is now periodic, add dated notes and photos after each inspection and after any repair or replacement of furniture. Prepare a fresh inventory only when a new tenant moves in.

Can I charge a tenant the full cost of replacing a damaged item?

Usually not. Deposit scheme adjudicators expect you to account for the age and condition of the item at the start of the tenancy, so a five-year-old carpet will not be valued like a new one. Use the inventory to show the original condition, then base your claim on a fair written estimate.

Can I deduct cleaning costs from the deposit?

Yes, but only if the property is dirtier at check-out than the inventory recorded at check-in. The tenant must return the home in the same level of cleanliness, allowing for fair wear and tear. Record the starting cleanliness of each room with photos and written notes, otherwise a claim for professional cleaning is hard to support.

Do smoke and carbon monoxide alarms need checking when a new tenancy starts?

Yes. English landlords must make sure each alarm works on the first day of a new tenancy. You need smoke alarms on every storey used as living accommodation, and carbon monoxide alarms in any room with a fixed combustion appliance, excluding gas cookers. Note each alarm’s location and test result in the inventory as proof of compliance.

How long should I keep an inventory after the tenancy ends?

Keep it for at least 6 years. Contract claims in England and Wales can generally be brought within that period, so old inventories, photos, signed copies and check-out reports remain useful evidence.

How can I keep inventories consistent across rental properties in Peterborough, Spalding, Boston, Wisbech and Corby?

Build one master template, then reuse it everywhere so each property follows the same room order and condition wording. If you’ve got homes spread across several towns you can also hand check-in and check-out reports to a local letting agent or inventory clerk to save travelling time.

What should I finish before recording the inventory ahead of a re-let?

Complete repairs, deep cleaning and any redecoration first, then record the inventory once the property looks as the new tenant will see it. Arranging a rental valuation at the same point shows you what rent the refreshed property could achieve.

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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.

Landlords | 3 Mins Read

Sample Landlord Inventory & Template for Peterborough Landlords

What Is A Property Inventory?

Inventory checklist: quick-reference summary