Tenancy inventory and schedule of condition

A tenancy inventory and schedule of condition is the best-evidence document at the heart of any end-of-tenancy deposit dispute. Reference page sourced from GOV.UK and the authorised deposit-protection schemes.

What it is: A tenancy inventory and schedule of condition is a dated record of the contents of a rented property and the condition of each fixture, fitting and surface at the start of the tenancy. It is the document landlords, tenants, and deposit-protection scheme adjudicators rely on to decide what is fair wear and tear and what justifies a deduction from the deposit.

Statutory authority: Not itself a statutory form. Authorised deposit-protection schemes (TDS, DPS and MyDeposits) require a signed inventory and check-in / check-out reports to adjudicate end-of-tenancy disputes under the Tenancy Deposit Scheme rules made under Part 6 of the Housing Act 2004.

RRA 2025 status: active

When to use

• At the start of every tenancy — ideally signed by the tenant on the day they take possession.
• Together with date-stamped photographs of every room, every appliance, and every item of significant value.
• At each mid-tenancy inspection where the property's condition has changed.
• At the end of every tenancy as the basis of the check-out report.

When NOT to use

• As a substitute for the legally required deposit prescribed information — see Deposit Prescribed Information.
• As evidence for items not actually inspected — only record what was checked.
• To impose betterment deductions — fair wear and tear is not a deductible loss.

Common mistakes that invalidate it

• Not signing the inventory — an unsigned inventory carries little weight at adjudication.
• No photographic evidence, or undated photographs.
• Listing items in vague terms ("good condition") instead of specific descriptions ("single magnolia matt wall, one small mark above radiator, photo IL-04").
• Failing to do a check-out inspection in the tenant's presence (or with notice to attend).
• Charging tenants for fair wear and tear — adjudicators consistently reject these claims.
• Not retaining the inventory and photographs for at least 6 years.

FAQ

Is an inventory legally required? It is not a statutory form, but in any end-of-tenancy deposit dispute under an authorised scheme, the adjudicator will expect to see a signed inventory and check-in / check-out reports. Without one, deposit claims for cleaning, damage or missing items are very difficult to recover.

Should the tenant sign the inventory? Yes. A signed inventory is significantly stronger evidence at adjudication than an unsigned one. LetSentry inventories can be sent for tenant e-signature so both parties hold the same dated, signed copy.

How many photographs should I take? Enough that any later disagreement can be resolved by reference to a date-stamped photograph. As a guide, every room (general view + each wall + the floor + any fittings) and every item of significant value should be photographed at check-in.

How long should I keep the inventory after the tenancy ends? At least 6 years, in line with general civil claim limitation periods. If the tenancy involved a deposit dispute, retain the inventory until any claim is fully resolved and well beyond.

Sources: - GOV.UK — Tenancy deposit protection — https://www.gov.uk/tenancy-deposit-protection - GOV.UK — Renting out your property: landlord responsibilities — https://www.gov.uk/renting-out-a-property/landlord-responsibilities - Housing Act 2004 (legislation.gov.uk) — https://www.legislation.gov.uk/ukpga/2004/34/contents

Last reviewed: 2026-09-13. Next review: 2027-09-13.