Free Excel template · Check-in and check-out
Landlord inventory
template.
An editable inventory for the start and end of a tenancy. Record each room at check-in, then fill in check-out on the same row so the two are easy to compare.
Download the inventory templateFree Excel file · No signup
Your notes and photos stay with you.
01 /
Every room.
As it is.
An inventory records the property’s contents, condition and cleanliness when the tenant moves in. Describe what you see, not what caused it.
| Area | What to note |
|---|---|
| Each room | Walls, ceilings, flooring, windows, lights and fittings. Note marks, wear or damage and where they are. |
| Cleanliness | How clean each room is on the day. The template starts every room with an “overall cleanliness” row. |
| Contents supplied | Appliances and any furniture you provide, with enough detail to recognise them later. |
| Keys and meters | How many keys, fobs and cards you hand over, and the meter readings on the day. |
| Photos | Dated photos of each room and anything you describe. Record the filename on the same row. |
The template lists common rooms and items to get you started. Rename, add or delete rows to fit the property.
02 /
Walk it.
Share it.
Do the check-in just before the tenant moves in, once the property is ready for them.
- 1. Walk each roomFill in the green check-in columns on Inventory. Pick a condition, then describe it in a few words.
- 2. Take dated photosPhotograph each room and anything you note. Save them privately and put the filename in the row.
- 3. Keys, meters and alarmsUse KeysAndMeters. In England, smoke and carbon monoxide alarms must be working on the day a new tenancy begins.
- 4. Send it to the tenantShare the inventory and photos and ask them to check it. Deposit schemes suggest giving around 7 to 10 days for comments.
03 /
Four rows.
Two years apart.
Oak flat, Bedroom 1. Check-in on 1 October 2024, check-out on 26 September 2026. These fictional rows are in WorkedExample.
Inventory · One row per item, check-in and check-out side by side
| Item | Check-in | Check-out | What changed · next step |
|---|---|---|---|
| Overall cleanliness | Good Clean. Carpet vacuumed, windows wiped. | Fair Dust on skirting boards. Carpet not vacuumed. | Needs cleaning. Share the photos with the tenant before deciding anything. |
| Flooring | Good Beige carpet. Light wear by the door. Tenant added: small mark near the window. | Worn More wear by the door. Window mark as noted. | Looks like ordinary use over two years. No action. |
| Walls and ceiling | New or unmarked White walls, freshly painted. | Damaged Hole about 1cm wide beside the door. | Not there at check-in. Talk to the tenant first. |
| Wardrobe | Good Both doors close. | Good As at check-in. | None |
Each row in the file also has photo filenames for check-in and check-out; example photos aren’t included. The tenant’s comment in row two shows why their reply is worth adding: the window mark was already there.
04 /
Same rows.
Compare fairly.
At the end of the tenancy, fill in the blue check-out columns on the same rows, ideally with the tenant there.
Note the change, not the cause
Describe what’s different and take a photo from the same angle. A change on its own doesn’t show who caused it.
Allow for ordinary use
Things wear with everyday living. Deposit adjudicators use the legal idea of fair wear and tear, which takes account of time and normal use.
The longer the tenancy, the more wear you should expect.
Does this decide what comes out of the deposit?
No. It’s a record for both of you. Talk to the tenant about anything that’s changed. If you can’t agree, your deposit scheme has a free dispute service, and it’s up to the landlord to show a deduction is justified.
Do I need a professional inventory clerk?
Not necessarily. What matters is a clear, dated record with photos that the tenant has seen and could comment on. For a large or fully furnished property, a clerk can save time.
Is this the same as a property inspection?
No. An inventory is the full record at the start and end of a tenancy. For visits in between, use the property inspection checklist and keep the original check-in record unchanged.
Can I use it for more than one property?
Yes. Save a separate copy for each property and tenancy. Keep the workbook and photos in a private folder and only share what’s needed.
Check the deposit guidance
Deposit rules depend on the nation. The deposit schemes publish guidance on the evidence they look at.
- England — tenancy deposit protection
- Wales — deposits guidance
- Scotland — tenancy deposits for landlords
- Northern Ireland — tenancy deposit scheme for landlords
- Deposit Protection Service — common dispute questions
- mydeposits — evidence for a deposit dispute
- England — smoke and carbon monoxide alarms
Starting a new tenancy in England? Do the right to rent checks first. Taking on a property? Use the property handover checklist to collect the rest of your paperwork.
Start the tenancy with a clear record.
Save a copy of the free template and use Inventory at your next check-in.
Sproutlet’s app is still in development. These resources are free to use now.