What should a property inventory report include?

Core Property and Tenancy Information

• Every inventory should start with clear identifying details. This section anchors the report in time and context. It should include:
• Full property address
• Type of property
• Tenant names
• Landlord or agent details -

Date and time of inspection - Name of the inventory clerk

Without this information, the report loses credibility.

Clear Structure and Logical Layout

An effective inventory follows a consistent structure. Usually, this means a room-by-room layout. Each room is dealt with separately. Nothing is grouped vaguely. Nothing is assumed. This structure allows anyone reading the report to visualise the property accurately, even if they have never been inside it.

Room-by-Room Condition Descriptions

This is the heart of the inventory. Each room should be described in detail.

• That includes:
• Floors
• Walls
• Ceilings
• Doors and frames
• Windows and coverings
• Light fittings -

Fixed fixtures

Descriptions should be factual. For example, instead of saying “good condition”, the report should state what can actually be seen. Marks. Scratches. Wear. Damage. Cleanliness. Specific detail reduces interpretation later.

Fixtures and Fittings

• Fixtures and fittings must be recorded carefully. This includes items such as:
• Kitchen units
• Worktops
• Appliances
• Bathroom fittings
• Built-in storage Each item should be described with its condition noted clearly. If something is worn, chipped, or damaged, it should be recorded at the start.

Furniture and Contents (Where Applicable)

For furnished or part-furnished properties, contents are a major risk area. Every item supplied should be listed.

This includes: - Furniture - Soft furnishings - Electrical items - Decorative items

Quantity matters. Condition matters. If an item exists but is not recorded, it becomes difficult to prove it was ever there.

Cleanliness Standards

• Cleanliness is one of the most common causes of deposit disputes. A strong inventory records cleanliness objectively. Not “clean”. But how clean. For example:
• Oven professionally cleaned
• Carpets freshly vacuumed
• Limescale present to taps These details matter at check-out.

Meter Readings and Keys

• Practical details should not be overlooked. An inventory should include:
• Gas, electricity, and water meter readings
• Number and type of keys provided
• Access fobs or parking permits These details prevent confusion and disputes later.

Photographic Evidence

• Photographs are essential. A modern inventory should include:
• Clear images of each room
• Close-ups of damage or wear -

Images that match written descriptions

Photos should be dated and relevant. They should support the text, not replace it.

Objective Language and Neutral Tone

• Language choice matters. An inventory should avoid subjective terms like:
• “Excellent”
• “Poor”
• “Acceptable” Instead, it should describe what is visible. This neutrality increases trust and evidential strength.

Tenant Review and Agreement

• Once completed, the inventory should be shared with the tenant promptly. Tenants should be given time to:
• Review the report
• Raise comments or amendments
• Confirm agreement This process strengthens the report significantly.

Digital vs Paper Inventories

• Most inventories are now digital. Digital reports allow:
• Embedded photographs
• Time stamps
• Easy sharing and storage Regardless of format, the content standards remain the same.

Common Mistakes to Avoid

• Many inventories fail because of avoidable mistakes. These include:
• Vague descriptions
• Missing photographs
• Rushed inspections
• Copy-and-paste wording A poor inventory can be worse than none at all.

Why Professional Inventories Are Stronger

Independent inventory clerks bring consistency and objectivity. They know what needs to be recorded. They know what causes disputes. This experience shows in the final report.

Final Thoughts

A property inventory report should be thorough, clear, and factual. It should leave little room for debate. When done properly, it protects landlords, reassures tenants, and simplifies the end of the tenancy. Detail is not overkill. It is the point. A well-prepared inventory is one of the strongest tools a landlord can have.