Free Landlord Property Inventory Template UK (Word & PDF)

If you’re renting out a property in the UK, one of the smartest things you can do is create a property inventory. It might feel like extra paperwork, but having a clear record of what’s in your property and its condition can save you disputes and protect deposits.

This guide explains what a property inventory is, why it matters, and includes a free landlord property inventory template (Word & PDF download) to make the process quick and easy.

What Is a Property Inventory?

A property inventory is a written record of everything in your rental property, including furniture, appliances, and the condition of walls, floors, and fittings. It’s usually prepared at the start of a tenancy and signed by both landlord and tenant.

Later, it becomes key evidence if there’s a disagreement about damage or missing items when the tenancy ends.

Property Inventory vs. Schedule of Condition

These two terms are often confused:

Schedule of Condition – focuses on the overall state of the property (walls, floors, paintwork, general wear and tear).
Property Inventory – lists every item and its condition, room by room.

Our free landlord property inventory template combines both.

Why Do Landlords Need a Property Inventory?

Protects deposits – proves the property’s condition at move-in.
Avoids disputes – both sides agree on the state of the property upfront.
Builds trust – shows professionalism and fairness.
Provides legal backup – crucial if deposit disputes escalate.
Makes move-out easier – no confusion over pre-existing damage.

How to Create a Property Inventory

Follow these steps:

How to Create a Property Inventory

List everything in the property (furniture, appliances, fixtures).

Describe the condition (e.g., “good,” “worn,” “damaged”).

Take photos of every room and item.

Record utility meter readings (gas, electricity, water).

Leave space for tenant notes to avoid disputes.

Sign and date, both landlord and tenant should keep a copy.

Sample Landlord Property Inventory Template (Example)

Here’s a sample entry you can copy and adapt for your property:

Property Address: 123 High Street, London
Tenancy Start Date: 1st October 2025
Tenant Name(s): John Smith
Landlord/Agent: Jane Doe

Living Room

Walls: White paint – good condition, no marks
Ceiling: Smooth, freshly painted – excellent condition
Flooring: Grey carpet – good condition, slight wear near door
Sofa: 2-seater fabric – good condition, no stains
Coffee Table: Wooden, 90x60cm – fair condition, scratches on top
Lighting: Ceiling light – working, lampshade intact
Windows: Double-glazed, blinds included – good condition

Kitchen

Walls: White tiled splashback – excellent condition
Flooring: Vinyl – good condition
Oven: Electric, clean – working order
Fridge-Freezer: White, 2 years old – working order
Cupboards: Wooden finish – good, minor scuff on lower unit
Sink & Taps: Stainless steel – no leaks, clean

Bedroom

Walls: Cream paint – good condition, no marks
Flooring: Carpet – fair, small stain near wardrobe
Bed Frame: Double, metal – excellent condition
Mattress: Clean, no stains – good condition
Wardrobe: Wooden, 2 doors – good, hinges intact

Bathroom

Walls: White tiles – excellent condition
Flooring: Vinyl – excellent condition
Bath/Shower: White bath with mixer tap – good condition
Sink & Taps: Ceramic – excellent condition
Toilet: White ceramic – good condition
Mirror Cabinet: Small, wall-mounted – fair, scratch on glass

Utility Readings (at Check-In)

Gas: 02546
Electricity: 18745
Water: 00312

Signatures

Landlord/Agent: _____________________ Date: ________
Tenant(s): ___________________________ Date: ________

What to Include in Every Inventory

Property basics (address, tenancy dates, names)
General condition of walls, ceilings, flooring
Room-by-room breakdown of items and condition
Utility meter readings
Photos attached where possible
Space for tenant notes and signatures

Download Your Free Property Inventory Template

We’ve made it easy for you:

Custom Template (Word) – fill it out for your property
Printable Checklist (PDF) – ready-to-use for inspections

[Download Word Template]
[Download PDF Template]

Pros and Cons of Using a Template

Pros	Cons
Saves money compared to hiring professionals	Takes time to complete thoroughly
Helps avoid costly disputes	Tenants must cooperate
Builds trust and transparency	Generic templates may miss small details
Provides photographic evidence	Needs updates when property changes

What is a landlord property inventory?

It’s a document that records items in a rental property and their condition at the start of a tenancy.

Is an inventory legally required in the UK?

Not mandatory, but highly recommended. Deposit protection schemes often rely on inventories for disputes.

Who should sign the inventory?

Both landlord and tenant should sign and date it.

Can I do an inventory myself?

Yes, landlords can complete their own using free templates, or hire professionals.

Should I take photos?

Yes, photos provide vital supporting evidence alongside the written checklist.

Conclusion

A landlord property inventory isn’t just extra paperwork, it’s one of the best tools to protect both you and your tenants. By recording every detail at the start of a tenancy, you avoid disputes, protect deposits, and create a smooth move-in and move-out process.

Using our free landlord property inventory template UK makes it simple to get started. With space for items, conditions, utility readings, and signatures, it gives you a clear, professional record that holds up in case of disagreements.

Whether you’re a first-time landlord or managing multiple properties, taking the time to prepare a thorough inventory is a small step that delivers big peace of mind.

Download the template, walk through the property carefully, and make sure both you and your tenants sign off. You’ll thank yourself later.