How to Create Dispute-Proof Property Reports
Most deposit disputes are won or lost on the check-in report. A clear, dated record of the home’s condition at the start of a tenancy protects tenants and landlords alike.
This is a step-by-step way to make a report that a deposit scheme adjudicator can rely on.
General information about private renting in England, checked against the official sources listed below. It is not legal advice. If you have court papers, a bailiff date or a health risk at home, contact Shelter, Citizens Advice or a housing solicitor now.
Step by step
- Go room by room in the same order. Walls, ceiling, floor, windows, doors, fittings, then furniture and appliances.
- Describe, don’t judge. “Two 3cm scuffs on wall left of door” is better than “fair condition”.
- Photograph everything, with a wide shot of each room and close-ups of any marks. Put something in shot for scale.
- Keep the date. Phone photos keep the date in the file; email them to the other party on the day so there is an independent timestamp.
- Read the meters and photograph each reading.
- Both sides sign. The tenant should get a copy and a few days to add comments.
Fair wear and tear
Adjudicators allow for normal ageing. A five-year-old carpet will show wear after a two-year tenancy, and a landlord cannot expect it back as new. Record the age of carpets, paintwork and appliances at check-in where you can; it makes the end-of-tenancy assessment far fairer.
What to record in each room
| Area | Record |
|---|---|
| Walls and ceilings | Marks, holes, damp, paint colour and age |
| Floors | Type, stains, burns, age of carpets |
| Windows and doors | Cracks, locks, keys provided, condensation |
| Kitchen | Oven, hob and fridge cleanliness; worktop marks |
| Bathroom | Sealant, limescale, extractor fan working |
| Furniture | Item list, condition, fire safety labels |
Mistakes that weaken a report
- Vague words such as “good” or “clean” with no photos.
- Photos with no date, or taken weeks later.
- Skipping cupboards, the garden or the loft.
- No signature or no record that the tenant received a copy.
At check-out
Repeat the same walk-through using the check-in report as the template, with photos from the same angles. Note what has changed and what has simply aged. Return all keys and record that you did.
Free template: Check-in inventory and condition report template
Fill in the parts in [square brackets], then copy, download as a Word file or print. Each one shows a filled-in example first. These are general templates for England, not legal advice.
Check-in inventory and condition report template
Record the condition of each room on the first day, with photos, and both sign it. The same form is used again at check-out.
Check-in inventory and condition report template
- Property: [Property address]
- Check-in date: [Check-in date]
- Present: [People present]
- Meter readings: [Meter readings]
- Keys given: [Keys given]
- Smoke and CO alarms tested on day one: [Alarms tested]
| Room | Item | Condition at check-in | Photo ref. | Tenant comment | Condition at check-out |
|---|---|---|---|---|---|
Landlord or agent signature: ____________ Tenant signature: ____________ Date: ____________
Before you send it
- Photograph every room from the doorway, then close-ups of any marks with something for scale.
- Tenants: add your comments before signing and keep a copy.
- Landlords must check smoke and carbon monoxide alarms work on the first day of a new tenancy.
Checked against: GOV.UK: Tenancy deposit protection · GOV.UK: Smoke and carbon monoxide alarm guidance
Sources
These are the official and specialist pages this guide is checked against. Rules and forms change, so check the live page before you act.
Questions people ask
Who should do the inventory?
The landlord or agent usually arranges it, often with an independent inventory clerk. Tenants should check it carefully and add comments. Record disagreements promptly, identify the room and item, and attach your own photographs. Keep the final report and your comments together so there is a clear baseline for any later deduction dispute.
Are phone photos good enough?
Yes, if they are clear, dated and cover every room. Sending them by email on the day adds an independent record of the date. Take both a room overview and a close-up of the issue, and retain the original files. Avoid filters or edits that hide condition; an organised date-and-room naming system helps comparisons later.
What if I never got a check-in report?
Take your own dated photos as soon as possible and send them to the landlord. A missing report usually weakens the landlord’s case in a dispute.
Tools and guides that go with this
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