Landlord Inventory Template and Check-in Report (Free Download)
Short answer: a landlord inventory and check-in report is a dated, signed record of a rental's contents and condition on the day the tenant moves in. This free template gives you the whole thing in one document: property details, meter readings, keys, safety equipment, a room-by-room schedule of condition and signatures. Download it as a printable PDF or an editable Word file.
Get the template
- Printable PDF, 5 pages, A4
- Editable Word version to add or remove rooms
- Works for furnished and unfurnished lets
What the template contains
1. Property and tenancy details
Address, landlord and tenant contacts, tenancy start date, furnished or unfurnished, and who completed the report and when.
2. Meter readings
Electricity, gas, water and heating, with serial number, reading, meter location and a photo reference.
3. Keys and access items
Every key, fob and code handed over, with quantities, so nothing is disputed at check-out.
4. Safety equipment
Smoke alarms, carbon monoxide alarm, fire extinguisher, fire blanket and shut-offs, with location, tested Y/N and expiry or service date.
5. Room-by-room schedule of condition
Entrance and hall, living room, kitchen including appliances, bathroom, three bedrooms, and garden and exterior. Each item has Condition, Cleanliness, Notes and Photo ref columns.
6. Agreement and signatures
A short statement and signature and date lines for both landlord and tenant.
Preview: a room section
Every room uses the same five columns. Condition uses a simple key (New, Excellent, Good, Fair, Poor, Damaged) and cleanliness uses Clean, Mostly clean or Needs cleaning.
Kitchen (example)
| Item | Condition | Cleanliness | Notes | Photo ref |
|---|---|---|---|---|
| Worktops | ||||
| Cupboards and drawers | ||||
| Sink and taps | ||||
| Oven and hob | ||||
| Fridge / freezer | ||||
| Washing machine |
How to complete an inventory at check-in
- Do it before the tenant moves their belongings in, ideally together on the day keys are handed over.
- Read and photograph every meter, and record every key and fob you hand over.
- Test each smoke and carbon monoxide alarm in front of the tenant and tick Tested.
- Walk each room in the same order: door, walls and ceiling, floor, windows, fittings, then furniture and appliances.
- Describe condition plainly ("two small scuffs left of door, about 3 cm") rather than "fair".
- Take a dated photo of each item or wall and write the photo reference in the last column.
- Give the tenant time to read it, note anything they disagree with, then both sign and keep a copy.
- At check-out, use the same template and compare item by item.
Why dated photos matter for deposit disputes
Most deposit disputes come down to one question: was this damage here before the tenant moved in? Words like "good condition" mean different things to different people. A dated photo matched to a line in a signed report is much harder to argue with, for either side. It protects a tenant from being charged for existing wear just as much as it protects you.
Keep the original photo files with their dates, and store them with the signed report rather than only on your phone. For more on how disputes are usually decided, see our guide to tenancy deposit disputes and what a property inventory is.
Ending a tenancy?
Use the matching end of tenancy and move-out checklist to compare the property against this inventory at check-out, or see all free landlord templates.
Frequently asked questions
What is a landlord inventory template?
It is a ready-made form for recording the contents and condition of a rental property at the start of a tenancy. You fill it in room by room with the tenant, add dated photos, and both of you sign it. The same form is used again at check-out so the two can be compared.
Is an inventory the same as a check-in report?
In practice they are usually combined. The inventory lists what is in the property, and the check-in report records its condition, meter readings and keys on the day the tenant moves in. This template covers both in one document.
Is the template free to download?
Yes. Enter your email and we send you the PDF and an editable Word version. There is no charge and no account needed.
Do I need photos as well as the written report?
Yes. Written notes such as 'small mark on wall' are open to interpretation. A dated photo referenced beside each item shows exactly what the tenant agreed to at the start, which is what deposit disputes usually turn on.
Should the tenant sign the inventory?
Yes. An inventory the tenant has reviewed and signed, or confirmed in writing, is far stronger than one they never saw. Give them time to check it and note anything they disagree with.
Does this template meet the legal requirements in my country?
It is general guidance, not legal advice. Deposit and inventory rules differ by country and region, so check what applies where your property is and add anything your local rules require.
This template and guide are general information, not legal advice. Deposit and inventory rules differ by country and region.