Top 10 Common Mistakes Landlords Make in Property Inventories

A property inventory is one of the most powerful tools a landlord can use to protect their rental property. Yet many landlords either skip the process or make mistakes that weaken their case if disputes arise.

From incomplete records to missing signatures, these errors can cost landlords hundreds or even thousands of pounds in lost deposits and legal battles.

In this article, we’ll break down the 10 most common inventory mistakes UK landlords make and how to avoid them.

1. Not Doing an Inventory at All

The biggest mistake is not preparing an inventory in the first place. Without one, you have little to no evidence if a dispute arises over damages or cleaning at the end of a tenancy.

Avoid this by using a clear, detailed property inventory template every time a new tenancy begins.

2. Failing to Include Photos or Videos

Words alone can be disputed. Without visual proof, it becomes a “he said, she said” situation.

Always back up written descriptions with photos or videos, especially for high-value items like appliances and furniture.

3. Being Too Vague in Descriptions

Writing “good condition” or “ok” is not enough. Adjudicators need detail.
Instead, use specific phrases like:

“Light scratch on table surface”
“Carpet slightly worn by doorway”
“Walls freshly painted, no marks”

Detailed notes show effort and make disputes easier to resolve.

4. Forgetting to Record Meter Readings

Energy, gas, and water meter readings should always be included in the inventory.
This prevents arguments over unpaid bills when tenants move out.

5. Not Doing a Check-Out Inventory

Many landlords do a check-in inventory but skip the check-out. Without the end comparison, you can’t prove changes in condition.
Always complete both stages — check-in and check-out — and keep copies.

6. Missing Tenant Signatures

An unsigned inventory has little weight in a dispute.
Make sure the tenant signs the document at check-in, confirming they agree with the recorded condition.

7. Forgetting to Provide the Tenant With a Copy

Tenants must have their own copy of the inventory.
Without it, they may argue they weren’t aware of its contents, which could weaken your case.

8. Ignoring Furnishings and Small Items

It’s easy to record big-ticket items like sofas and fridges but forget small things:

Curtains and blinds
Light fixtures and bulbs
Kitchen utensils in furnished lets

These add up, and missing them can create costly disputes later.

9. Not Updating the Inventory During Tenancy

If new furniture or appliances are added (or removed), update the inventory.
Failure to do this leaves gaps in your evidence.

10. Not Using a Standard Template

Some landlords try to “wing it” by scribbling notes or typing up a quick list. The result is usually disorganized and incomplete.

Why These Mistakes Cost Landlords

The tenancy deposit protection schemes in the UK rely heavily on evidence.
If a landlord can’t provide detailed, signed, and dated proof of the property’s condition, they are far more likely to lose disputes even if the damage seems obvious.

A professional, detailed inventory:

Saves time and money
Protects deposits
Builds better landlord-tenant relationships
Prevents stressful disputes

Final Thoughts

A property inventory is more than just a checklist, it’s a legal safeguard. Avoiding these 10 common mistakes will give you stronger protection, happier tenants, and a smoother letting process.