Inventories – what is an inventory and why do I need one?

A tenancy inventory protects the tenant and the landlord against disagreements over wear and tear, damage, cleaning or theft during the tenancy. It should state the condition of the property, furniture, décor and all other items in the property.

We understand that it is exciting moving into your new home and the inventory may be seen as another piece of paperwork to complete but it is definitely worth doing. If the landlord does not provide one, we would advise that you complete one yourself, there are many templates online, which you can download and complete, you should also take photos as evidence, keep a copy for yourself and give one to the landlord/ agent. 

The landlord/ agent should give you 5 days to a week to get this back to them, as some things you may not see to you fully move in. It is important that you keep your copy of the inventory, ensure you get confirmation from the landlord/ agent that they have received the amended inventory from you.

If you have paid a deposit to your landlord/ agent the inventory will be used on check in and check out and will determine how much of your deposit will be returned. If you have paid a deposit, it is a legal requirement to be held in a Tenancy Deposit Scheme, you should be given the details of this by your landlord/ agent, if not ask for this information.

Tenancy Deposit Schemes offer a free dispute resolution service so if your landlord/ agent does try to retain some or all of your deposit unfairly, a fully completed inventory will be accepted as evidence by the adjudicator working to settle any dispute.

The inventory covers, or should cover, everything that is included in the property, furniture or soft furnishings that come with the property such as curtains, a cooker, fridge, sofa, chairs, tables, décor and the general condition of the walls and flooring. It should describe each item and most importantly its condition – whether there are scratches on furniture, a tear on the fabric of a sofa, a worn patch on a carpet, a damaged window frame, or whatever else is apparent. If the conditions are not noted on the inventory, make sure you make a note of it on there and again take photos. This is your chance to ensure your landlord is aware, it is no good bringing up discrepancies at the end of the tenancy.

The deposit you have paid will be used to make good any damage that may have occurred under your tenancy. The level of damage or loss will be assessed by the landlord/ agent or a third party and they should refer back to the inventory. This is why It is important that it is composed with good quality pictures and accurate descriptions.

This is why you need to check everything in depth when you move in. Ideally, the inventory should be taken on the day or two before your move or on the day itself, and if at all possible, you should be present at the time. This is because you can point out anything that the landlord or his agent has missed as you go through the property together.

At the end of the tenancy, a check out procedure should be completed with yourself, the landlord/ agent. If possible, it is important to be available at this time; however, we realise as students, this cannot always be done, as you may leave at different times. The landlord should use the inventory that was completed on check in. If there are any problems at check out, e.g. damage, cleaning etc, the landlord/ agent should advise you of this and give you the chance to remedy this before deducting monies from your deposit.

If you have any queries about this, please contact the Housing Support Team, [email protected]