Who pays for a property inventory report?

Who actually pays for the property inventory?

It sounds straightforward. But confusion around fees, legislation, and agent practices means this question causes more disagreement than it should. The short answer is that landlords usually pay. The longer answer matters far more. This page explains who is responsible for paying for a property inventory report, why that responsibility exists, and what the law says about passing costs on to tenants.

Why the Question Comes Up So Often

Inventories sit in an awkward space. They benefit landlords. They protect tenants. They are often arranged by letting agents. Because of that, responsibility can feel unclear. Tenants may assume inventories are part of rent. Landlords may assume agents or tenants will cover the cost. Agents may treat inventories as an optional add-on. Without clarity, disputes follow.

The Default Position: Landlords Pay

• In most cases, the landlord is responsible for paying for the property inventory report. This is because the inventory exists primarily to protect the landlord’s financial interests. It provides evidence for:
• Deposit deductions
• Damage claims
• Cleaning charges
• Missing items Since the landlord benefits from that evidence, the cost sits with them.

How the Tenant Fees Act Changed Things

Before tenant fee legislation, some landlords and agents charged tenants for inventory services. That is no longer permitted in most cases.

• Under the Tenant Fees Act, tenants cannot be charged for:
• Inventory reports
• Check-in inspections -

Check-out inspections

Any attempt to pass these costs to the tenant is considered a prohibited fee. If a prohibited fee is charged, landlords and agents may face penalties.

What This Means in Practice

• In practical terms, this means:
• The landlord pays the inventory clerk or provider
• The cost cannot be added to the tenant’s bill
• The cost cannot be disguised as an administration fee Even if a tenant agrees verbally, the charge may still be unlawful.

Letting Agents and Inventory Costs

Letting agents often sit in the middle of this process. Some agents include inventory services within their management packages. Others treat them as separate, third-party costs. Either way, the cost still belongs to the landlord. If an agent arranges the inventory, they typically invoice the landlord directly.

Furnished vs Unfurnished Properties

The level of furnishing affects the cost, but not who pays. Furnished properties require more detailed inventories. More items. More photographs. More time. That increases the fee. It does not shift responsibility. The landlord still pays.

Why Paying for an Inventory Makes Financial Sense

• Some landlords see inventories as an unnecessary expense. That view rarely survives the first deposit dispute. The cost of a professional inventory is small compared to:
• Replacing damaged items
• Covering cleaning costs
• Losing an entire deposit claim An inventory is preventative spending. It protects against far greater losses later.

Common Misunderstandings About Inventory Fees

Several myths continue to circulate. One is that tenants should pay because they benefit from protection. Another is that inventories are optional extras. In reality, inventories are evidence documents. Evidence benefits the party making claims. That party is the landlord.

What Happens If a Tenant Is Charged Anyway

If a tenant is charged for an inventory report, they may be entitled to a refund. In some cases, penalties apply. This can complicate the tenancy relationship and expose landlords to enforcement action. Avoiding this situation is straightforward. Pay the inventory cost correctly from the start.

Special Situations and Edge Cases

• There are limited scenarios where responsibilities differ. For example:
• Corporate lets
• Company tenancies
• Holiday or short-term arrangements Even then, responsibility should be clearly agreed in writing. For standard residential tenancies, the rule remains the same.

Best Practice for Landlords

Best practice is simple. Budget for a professional inventory as part of the cost of letting a property. Treat it as essential, not optional. Arrange it independently. Keep records. Share it promptly with the tenant. This approach avoids confusion and strengthens your position from day one.

Final Thoughts

Who pays for a property inventory report should not be controversial.

The landlord pays. This aligns with the law, with best practice, and with common sense. Paying for a proper inventory is not just about compliance. It is about clarity, fairness, and protection for everyone involved.