Start Smart, End Fair: Why a Solid Inventory Matters

Nobody likes disputes at the end of a tenancy. A clear inventory helps everyone start off on the same page and avoid problems later. And this is why all prudent landlords carry out comprehensive inventories before the start of the tenancy.

Without these inventories, the door is open to misunderstandings over the condition and contents of the property. Items may be damaged, fittings neglected, or things could have gone missing – and without a clear record at the start of the tenancy, it’s difficult to establish responsibility.

But with a well-documented inventory in place, there’s clarity from the start. Tenants know what’s expected of them, and landlords have vital evidence to support any future deposit claims if needed. It sets a fair benchmark, helping to ensure the property is returned in good condition, allowing for reasonable wear and tear. This protects both parties and keeps the process transparent and straightforward.

On this page, we’ll be taking a deep dive into rental property inventories, so you understand them further and know why we take this so seriously.

What is an Inventory?

An inventory is a detailed record of everything provided within a rental property, from flooring and fixtures to furniture and furnishings, along with their condition and overall cleanliness at the start of the tenancy. Supporting photos are usually included to provide clear visual evidence. For example, a carpet might be photographed to show it’s stain-free, or a table noted for a pre-existing scratch.

At Payinless, we know from experience that vague or incomplete inventories can lead to serious complications. That’s why we approach each one with care and attention to detail, aiming for clear, comprehensive documentation that protects both landlord and tenant. While no process is immune to human error, we work hard to ensure accuracy and fairness throughout.

The inventory is then handed to the new tenant when they move in. From that point on, the contents of the house become the tenant’s responsibility.

At the end of the tenancy, an inventory clerk attends the property to carry out a check out inspection. This mirrors the original check in, with the clerk documenting the condition and cleanliness of the property and comparing it to the inventory report to note any changes.

If damage is found, the cause is reviewed. In some cases, it is clear, for example where repair works were recently done, or there may be a reasonable explanation. The goal is always to be fair and avoid assumptions.

Where genuine damage or missing items are identified without clear cause, the landlord may seek to recover costs. This is usually done through a deduction from the tenant’s deposit, but only with the tenant’s agreement. If no agreement is reached, the matter is referred to The Dispute Service (TDS), an independent government approved deposit protection scheme.

Why Get an Inventory Completed?

In 2024, the National Landlords Association reported that nearly 400,000 landlords in the UK experienced property damage within a single year. This highlights how common it is for properties to experience wear or damage during a tenancy.

Having a professionally prepared inventory gives everyone clarity. It provides a clear record of the property’s condition and contents at the start of the tenancy, including photographs and notes on cleanliness. At the end of the tenancy, this report becomes a point of reference to assess any changes.

This is especially important when handling the return of the tenant’s deposit. Since deposit protection schemes now hold the funds independently, landlords must provide clear evidence to justify any deductions. Without an inventory, even genuine claims can be difficult to prove.

Inventories also benefit tenants by protecting them from being held responsible for damage they did not cause. A well prepared inventory records any pre-existing issues so tenants are not unfairly blamed later.

For these reasons, getting a professional inventory is a requirement for Payinless Property. It’s a key part of how we protect both landlords and tenants and ensure tenancies start and end on the right foot.

It’s also worth noting that rent guarantee insurance policies are typically invalid without a professional inventory on file. If you’d like to learn more about our Rent and Legal cover, we cover that in our dedicated blog post.

Ultimately, a detailed inventory helps avoid misunderstandings, supports fair outcomes, and gives both landlords and tenants confidence throughout the tenancy.

Inventories from Payinless Property

At Payinless, we understand how crucial a detailed inventory is when welcoming a new tenant. That’s why we take full responsibility for preparing it, ensuring the process is handled with professionalism, precision, and care.

We focus on areas that could lead to disputes later, such as cleanliness, gardens, meter readings, furnishings, and fittings. Every detail is carefully noted, and where necessary, close-up photographs are taken to support the written observations and provide additional clarity.

Once the inventory is complete, copies are shared with both the landlord and the tenant. We allow a 7-day period for either party to raise any comments or suggest amendments, provided they submit supporting evidence like dated photos. This keeps the process transparent and gives everyone the opportunity to confirm the report is accurate.

At the end of the tenancy, we return to the property to carry out a check-out inspection. The property’s condition is compared to the original inventory, with any changes recorded, allowing for fair wear and tear.

If damage or missing items are found, we aim to resolve matters fairly. While we represent the landlord, we also respect the rights of our tenants. Our goal is to avoid unnecessary deposit deductions and ensure outcomes are based on clear evidence. Where needed, we guide both parties through the dispute resolution process, including working with deposit protection schemes.

Because of our reputation for detailed, impartial inventories, we also provide this service to other letting agencies who don’t have the time or in-house resources to manage it themselves. They trust us to deliver the same level of care and accuracy we offer our own clients.

How Much Does an Inventory Cost?

The cost of an inventory depends on a few key factors, such as the number of bedrooms and the areas that need to be documented. This can include spaces like sheds, garages, gardens, swimming pools, outhouses, or multiple living areas.

Furnished properties typically require more time to inspect and record, which may affect the final price.

To ensure you get the most accurate pricing, we offer bespoke quotes based on the specific needs of your property. Please get in touch and we’ll be happy to provide a tailored estimate.

Part of the Payinless Property Service

Full inventories are just one part of the service you’ll receive from Payinless Property. To find out more, please don’t hesitate to get in touch today.