Free Landlord Property Inventory Template UK
If you’re renting out a property in the UK, one of the smartest things you can do is create a detailed property inventory. It might sound like extra paperwork, but having a clear record of what’s in your property and its condition can save you a lot of hassle down the line. Whether you’re new to renting or a seasoned landlord, this guide will walk you through why inventories matter and how to use our free landlord property inventory template to make your life easier.
Table of Contents
What Exactly is a Property Inventory?
Simply put, a property inventory is a written document listing everything in your rental property, from the furniture and appliances to the condition of walls and floors. It’s usually done when a tenant moves in, so both parties agree on what the property looks like at the start.
Why bother? Because this document can become a lifesaver if there’s a disagreement when the tenant moves out, especially when it comes to getting the deposit back. If there’s damage or something’s missing, you can refer back to the inventory to show what was there or not before.
You can have a professional create this for you, but that can get costly. That’s why we’ve put together a free, easy-to-use inventory template that landlords can fill out themselves, saving both time and money.
What’s the Difference Between a Schedule of Condition and a Property Inventory?
Sometimes these terms get mixed up, but they’re not quite the same.
- Schedule of Condition focuses mostly on the overall state of the property, like the condition of walls, floors, and general wear and tear.
- Property Inventory is much more detailed. It lists every item inside the property, such as furniture, appliances, fixtures, and notes their condition.
Our free template actually covers both. So you’ll be able to note the property’s general condition and the specific state of all items inside. This way, you get a full picture from the start.
Why Do You Really Need a Property Inventory?
It might feel like extra work, but here’s why inventories are important:
- Protect your deposit by proving what was there at the start.
- Avoid disputes when both landlord and tenant sign off on the inventory.
- Build trust by showing tenants you’re organised and fair.
- Stay legally covered if disagreements escalate.
- Make move-out smoother because you won’t be scrambling to remember the property’s condition months later.
How Do You Create a Property Inventory?
Making an inventory isn’t rocket science but it does need some care. Here’s how you can do it with our template:
- List everything in the property, including all furniture, fixtures, appliances, and anything else included.
- Describe the condition clearly using terms like “new,” “good,” “fair,” or “damaged” instead of vague phrases.
- Take photos to back up your notes. These are especially useful for proving any pre-existing damage.
- Note meter readings for gas, electricity, and water.
- Leave space for tenant notes during the inspection to help avoid misunderstandings.
- Sign and date the inventory. Both you and your tenant should keep a copy.
What Should You Check in Your Inventory?
Here’s a quick rundown of what you should include in your checklist:
Property Basics
- Address and tenancy dates
- Names of tenants and landlord or agent
General Condition
- Walls, ceilings, and paintwork
- Flooring like carpets, tiles, and laminate
- Windows, curtains, and blinds
- Doors and their handles
- Light fixtures and switches
Outside Areas
- Garden and fences
- Sheds or outbuildings
- Parking spaces
- Gutters and roof condition
Utilities and Safety
- Meter locations and readings
- Heating and boiler condition
- Gas safety and electrical certificates
- Smoke and carbon monoxide alarms
- Fire safety equipment such as extinguishers and blankets
- Energy Performance Certificate (EPC)
Furniture and Furnishings
- Beds, sofas, tables, and chairs
- Soft furnishings like cushions and curtains
- Kitchen appliances and utensils if included
The template we provide covers all these areas, so you won’t miss anything important.
What Are the Rules Around Property Inspections?
In the UK, landlords must give tenants at least 24 hours’ notice before inspections during the tenancy. The first and most important inspection is at the start of the tenancy, where you agree on the inventory together.
It’s a good idea to carry out inspections during and at the end of the tenancy to keep an eye on the property’s condition. But the initial inventory check is the foundation for resolving deposit disputes later.
How to Do a Rental Property Inspection
The best way is for landlord and tenant to inspect the property together at move-in and move-out:
- Walk through each room, comparing items and their condition to the inventory.
- Note any existing marks, damage, or issues.
- Take photos where necessary.
- Both sign the inventory as confirmation.
If tenants can’t attend, provide them with a copy and ask them to confirm or raise any concerns within a few days.
Grab Your Free Landlord Property Inventory Template
We’ve made it easy for you to get started:
- Custom Template: Tailor it to your property in minutes.
- Generic Template: Use a ready-made checklist suitable for most rentals.
Available in both PDF and Word formats, so you can fill it out digitally or print it.
Pros and Cons of Using a Property Inventory Template
| Pros | Cons |
|---|---|
| Saves money compared to hiring pros | Takes time to fill out thoroughly |
| Helps avoid costly disputes | Tenants must cooperate |
| Builds trust through transparency | Generic templates might miss details |
| Provides photographic evidence | Needs updates if property changes |
Final Thoughts
Doing a property inventory might seem like extra effort but it’s one of the best ways to protect yourself, your property, and your tenant’s deposit. Using our free landlord property inventory template UK helps make the process simple, clear, and stress-free.
Take a few minutes now to prepare a thorough inventory and you’ll thank yourself later when move-out day comes around.
