Inventory and check-in report template
An inventory and check-in report records the contents of a rented property and the condition of every room and item on the day a tenancy starts. At the end of the tenancy it is compared with the check-out report to show what has changed. The property, the rooms, the items, the meter readings and the photos are different for every let.
Made by DocuWeave. Use at your own discretion.
What changes each time
27 values. Everything else is your wording, kept exactly.
The let
- Property address
- Landlord's name
- Tenant's name or each tenant's name
- Tenancy start date
- Date and time of check-in
- Report prepared by
- Present at check-in
- Furnished, part furnished or unfurnished
- Days for the tenant to comment
- Name and email for comments
Meters
- Electricity: location, serial number, reading, photo
- Gas: location, serial number, reading, photo
- Water: location, serial number, reading, photo
Keys
- Item, number given and description
Safety checks
- Smoke alarm locations and results
- Carbon monoxide alarm rooms and results
- Fire blanket or extinguisher locations
- Gas shut-off valve, stopcock and consumer unit locations shown to the tenant
- Date alarms checked, if check-in is after the start date
Room by room
- Room name
- Overall cleanliness
- Items: description, condition, notes, photo reference
- Kitchen appliances: make and model, condition, working, manual left
Outside, documents and photos
- Outside areas: description, condition, notes, photo reference
- Documents and manuals left at the property
- Number of photos and where they are held
- Tenant's comments
The rules it usually needs
Written in plain English when the template is set up.
- One of several wordings
“State whether the property is furnished, part furnished or unfurnished.”
Only the chosen description appears.
- One of several wordings
“Record each alarm as tested and working, or as not working with who it was reported to and when.”
The report-to line appears only for an alarm that is not working.
- One of several wordings
“Say the photos are attached to the report or held at a link or location.”
Only the chosen wording appears.
- Only when…
“Include a gas meter row only when there is a gas supply, and a water meter row only when the water is metered.”
The reading, serial number and photo appear.
- Only when…
“Include the second alarm check only when check-in is not on the tenancy start date.”
The date and the person who checked appear.
- Only when…
“Include a carbon monoxide alarm row for each room with a fixed combustion appliance other than a gas cooker.”
Each room has its own row.
- Only when…
“Include the gas shut-off valve row only when there is a gas supply.”
The location and whether it was shown to the tenant appear.
- Only when…
“Include the kitchen appliance table only for the kitchen.”
Each appliance has its make, model, condition and whether the manual was left.
- Only when…
“Include the outside section only when there is a garden, yard, parking space or outbuilding.”
Each area is described with its condition.
- Once for each item
“One section for each room, one row for each key, meter and item, and one signature block for each tenant.”
A two-bedroom flat with a hall, living room, kitchen, two bedrooms and a bathroom has seven room sections, each with its own table.
Questions people ask
Why is an inventory important?
It is the starting point for comparing the property at the end of a tenancy, so that damage beyond fair wear and tear can be identified and a deposit dispute can be decided on evidence.
Who prepares the inventory?
The landlord, the letting agent or an independent inventory clerk. The tenant checks it and can add comments.
How long does a tenant have to comment?
The report sets the period. Seven days is common, and anything the tenant raises in that time is added.
Are photos needed?
Dated photos of each room, each item with a mark or damage, and the meters make the report much stronger as evidence.
Does the landlord have to check the smoke and carbon monoxide alarms?
Yes. In England the landlord must check that the alarms work on the day the tenancy begins. The report records the check.
Use this template
It opens in DocuWeave as a template you can check, change and publish. Nothing is used until you do.