Tenancy inventory template: room-by-room checklist you can copy | Daley Property Inventory Services
(Quick Answer): A tenancy inventory template is a structured document used to record a rental property’s condition and contents at the start of a tenancy. A strong tenancy inventory template includes a room-by-room tenancy inventory checklist, clear condition notes, an inventory template with photos, and (where accessible) meter readings and key counts. In the UK, a well-built tenancy inventory template helps landlords and tenants reduce deposit disputes by creating a clear baseline for check-in and check-out comparisons.
Tenancy inventory template: the baseline that prevents deposit drama
A tenancy inventory template is not “admin.” It’s evidence. It’s the baseline record that stops end-of-tenancy conversations turning into a debate about who remembers the carpet correctly.
In London and Greater London, tenancies move fast. Viewings blur into move-ins, cleaners are booked down to the minute, and someone always realises they’ve lost a key fob at exactly the worst time. A good tenancy inventory template keeps the important part simple: what condition was the property in, and what was included, on day one?
If you want the broader foundation behind inventory reporting (beyond templates), start here: property inventory.
Free tenancy inventory template UK: why most freebies fail when it matters
Yes, you can download a free tenancy inventory template UK landlords and tenants use every day. The problem is that most freebies are built for ticking boxes, not proving facts.
Common issues with a generic tenancy inventory template:
- it lists items but skips meaningful condition notes
- photos exist but aren’t linked to the notes (so they prove less)
- no structure for tenant comments and amendments
- inconsistent room order (which makes check-out comparisons messy)
If you want to see what “good structure” looks like in practice, these two pages are helpful references:
- property inventory report: what’s included, how it’s done & when you need one
- sample landlord inventory report (UK): example, structure & what “good” looks like
How to make a tenancy inventory (the evidence-first method)
If you’re searching how to make a tenancy inventory, here’s the simplest rule:
Write it so a stranger could understand the property without visiting it.
An evidence-first rental property inventory template process looks like this:
- Pick a fixed room order (use it every time)
- Record condition in neutral language (facts, not opinions)
- Add photos as part of the template (not as an afterthought)
- Include key counts and meter reading fields
- Build in a tenant comment window (with addendum space)
For landlord-specific context and what inventories typically include, see landlord inventory.
For UK background on tenancy expectations at move-in, GOV.UK is a useful reference: GOV.UK – How to Rent Guide.
Tenancy inventory checklist: the core sections every template must include
A usable tenancy inventory checklist turns a template into a system. Your tenancy inventory template should include:
- Property details (address, date/time, tenancy context)
- Keys and access (keys/fobs/permits with counts)
- Utilities (space for meter locations + readings)
- Room-by-room schedule of condition
- walls, ceilings, floors, doors, windows, fixtures
- Contents list (especially for furnished properties)
- Cleanliness notes (written consistently)
- Inventory template with photos
- wide shots + defect close-ups, referenced to notes
- Sign-off and amendments
- tenant comments process and acknowledgements
If you want the evidence chain (start, during, end) explained clearly, see inventory check: check-in vs interim vs check-out (and what each proves).
Tenancy inventory template PDF vs Word: which format works best?
People often debate tenancy inventory template PDF vs tenancy inventory template Word like it’s a personality test. In reality, both have a job:
- Tenancy inventory template Word is ideal for drafting, customising, and building a consistent structure.
- Tenancy inventory template PDF is ideal for issuing, storing, and preventing accidental edits.
Many landlords use Word to create the inventory template for tenancy agreement, then export to PDF for distribution and record-keeping.
If you want help turning a template into a professional, deposit-proof process across Greater London, call us on 020 8016 2986.
Daley Property Inventory Services
124, Cromwell Road, International House, Kensington, London SW7 4ET
Email: info@propertyinventory.org.uk
Tenancy inventory list: room-by-room checklist you can copy (start here)
This is the practical bit: a tenancy inventory template that behaves like a checklist. Copy the structure below into your rental property inventory template and use it as your default room order every time. Consistency is what makes comparisons easy later.
Tip: If you’re using a free tenancy inventory template UK download, replace its layout with this room order and you’ll instantly improve your evidence quality.
1) Entrance / hallway
Add these to your tenancy inventory checklist:
- Walls/ceilings: paint condition, marks, cracks, nail holes
- Flooring: scratches, chips, stains, lifting edges
- Skirting/frames: scuffs, paint rub, impact marks
- Lighting: fittings present and visually intact
- Door/intercom: operation and visible condition
- Keys/access: count keys/fobs and note any permits
Condition note format to copy:
- “Surface + location + condition + size (approx.) + photo reference (if needed)”
2) Living room / lounge
For your tenancy inventory list, record:
- Walls/ceiling: marks, cracks, stains, damp indicators
- Flooring: traffic wear areas, stains, edge damage
- Windows/doors: operation, seals, handles, blinds/curtains condition
- Heating: radiators/thermostat presence and visible condition
- Contents (if furnished):
- sofa(s), chairs, tables, TV stand, shelves
- TV and remotes (count), cables (where provided)
- lamps (visual condition)
If you want to see a “what good looks like” reference in UK format, see sample landlord inventory report (UK).
3) Kitchen
Kitchens are where weak templates collapse, because the detail matters.
Your inventory template for tenancy agreement should include:
- Worktops: chips, burn marks, water damage, edge wear
- Units: door alignment, marks, missing handles
- Sink/taps: limescale, leaks visible, staining
- Appliances (where provided):
- hob/oven, extractor, fridge/freezer, dishwasher, washing machine
- Flooring: scratches, lifting, stains near sink/hob
- Cleanliness notes: consistent terms (avoid vague “ok”)
If you want more landlord-focused inventory context, see landlord inventory uk.
4) Bedrooms
A strong tenancy inventory template in bedrooms covers both condition and (where relevant) contents.
Record:
- Walls/ceiling: scuffs behind doors, pinholes, marks near beds
- Flooring: wear at doorways, stains, snagging
- Windows/doors: operation, blinds/curtains condition
- Storage: wardrobes/drawers (operation + marks)
- Contents (if furnished):
- bed frame, mattress presence, bedside tables, lamps
- mirrors, shelves (if provided)
London reality check: the mark behind the bedroom door is almost never “mysterious.” It’s the door. Document it early and move on.
5) Bathrooms / WC
Bathrooms need clarity because small issues become big issues quickly.
Include in your tenancy inventory checklist:
- Bath/shower: screen condition, tray/bath panel secure
- Sealant/grout: discolouration, gaps, cracking
- Toilet: secure, visible condition
- Basin/taps: limescale/staining
- Extractor/ventilation: present and visually intact
- Mirrors/glass: chips, scratches, water marks
If you manage properties prone to moisture, this guide is worth keeping handy: preventing and dealing with mould problems in your rental home.
6) Utility / storage / balcony (if applicable)
A good tenancy inventory list doesn’t forget the “extra” areas where damage or missing items get missed:
- storage cupboards condition
- boiler cupboard (visual only; don’t interfere)
- balcony/patio flooring and railings condition
- outdoor furniture condition (if provided)
- bins/recycling containers (if included)
If you want the wider context for how these notes become useful evidence at end of tenancy, see property inventory report: what’s included, how it’s done & when you need one.
Inventory template with photos: what to photograph and how to label it
An inventory template with photos is only helpful when the photos are structured. The goal is to make your tenancy inventory template readable to someone who wasn’t there.
Use this photo structure:
- One wide photo per room (context)
- Close-ups of existing marks/damage (detail)
- Repeatable angles (same corners each time)
- Photo references in notes (“Photo 12 – kitchen worktop chip”)
High-dispute photo list:
- kitchen worktop edges and hob/oven fronts
- bathroom sealant/grout lines and shower screen
- flooring edges and traffic zones
- upholstery arms/corners and dining table tops
- window sills (marks and condensation staining)
If you want to see how professional reporting structures photos and condition notes, you can review this property inventory sample report.
Tenancy inventory template for furnished property: extra contents rules
A tenancy inventory template for furnished property needs a contents system, not just a condition list. Items go missing or get swapped, especially small accessories.
Add these rules to your tenancy inventory template:
- record item + condition + location (e.g., “Grey fabric sofa, living room, light wear to arms”)
- add counts for accessories:
- remotes, cables, lampshades, cushions
- where useful, add brand/model for higher-value items
- photograph “high-risk” items consistently (TV, sofa corners, dining table, mattresses with protector)
If you want the landlord-focused version of building deposit-proof template structure, see landlord inventory template.
Inventory template for tenancy agreement: sign-off, amendments, and comment windows
To make a tenancy inventory template usable later, you need a clean acknowledgement process.
Include these sections at the end:
- Report issued date/time
- Tenant comment window (e.g., a defined period after receiving the report)
- Amendments/addendum table
- tenant note
- photo reference (if any)
- agreed wording / outcome
- date and initials
- Acknowledgement
- tenant/agent/landlord sign-off fields
This is the difference between “we sent it” and “we can prove it was received and fairly commented on.”
Common tenancy inventory template mistakes (and quick fixes)
Even a well-designed tenancy inventory template can fail if these happen:
- “Good condition” everywhere
Fix: replace with location + size + type of mark. - Photos dumped in a folder
Fix: reference photos in the notes. - No key counts
Fix: keys/fobs/permits counted and recorded. - Inconsistent room order
Fix: use the same tenancy inventory list structure every time.
In Part 3, we’ll connect your tenancy inventory template to check-in and check-out proof, explain disputes and fair wear expectations, cover when it’s worth using an independent clerk in Greater London, and finish with pricing/booking options for Daley Property Inventory Services.
Linking your tenancy inventory template to check-in and check-out proof
A tenancy inventory template is only “deposit-proof” when it connects to the two moments that matter most: handover and end-of-tenancy comparison. Think of your tenancy inventory template as the baseline chapter — then check-in and check-out are the plot twist and the final verdict.
A clean evidence chain looks like this:
- Tenancy inventory template (baseline condition + contents + photos)
- Check-in confirmation (keys, meter readings, tenant acknowledgement)
- Check-out comparison (changes documented against the baseline)
If you want the full explanation of how each stage proves something different, see inventory check: check-in vs interim vs check-out (and what each proves).
If you want more detail on end-of-tenancy reporting and what good comparisons look like, see inventory check out.
Why consistency beats “more detail”
A tenancy inventory template doesn’t need to become a novel. It needs to become consistent.
Consistency means:
- same room order every time
- same condition language format
- photos taken from the same angles
- the same “high-dispute zones” covered each visit
That’s what makes check-out comparisons fair — for landlords and for tenants.
Disputes, fair wear, and deposit expectations in the UK
Most deposit arguments aren’t really arguments about facts — they’re arguments about what can be proven. A strong tenancy inventory template helps show:
- what condition the property started in
- what was provided (especially in furnished properties)
- what changed over time
- whether changes look like fair wear or avoidable damage
For a practical guide to what’s considered reasonable over time, read understanding fair wear and tear in rental properties.
If you want a clearer “what do we do if there’s a disagreement?” reference, see resolving landlord and tenant disputes a guide.
If you want an overview of deposit scheme expectations and why documentation matters, see exploring the tenants deposit scheme rights and obligations.
Tenancy inventory checklist priorities that reduce disputes
If you do nothing else, make sure your tenancy inventory checklist nails these:
- kitchen worktop edges and appliance fronts
- bathroom sealant/grout condition
- flooring edges and traffic zones
- upholstery corners and table tops
- keys/fobs counts and access items
- structured photos linked to notes
Those are the areas that generate the most “we disagree” energy in London rentals.
When to use an independent clerk in Greater London
You can absolutely use a free tenancy inventory template UK style document — but there are times when independent reporting is worth it.
Consider an independent clerk when:
- the property is high value or fully furnished
- you manage multiple properties and need consistent standards
- you’ve had disputes before (or you want to prevent them)
- you need neutrality that reads credibly to a third party
- timelines are tight and you don’t want rushed, thin evidence
If you want a London-specific guide on how to choose the right provider, see London inventory services.
If you want a benchmark for what professional competence should look like, see qualified inventory clerk.
For the broader service scope (inventory + check-in + check-out workflows), see inventory services.
Pricing and booking with Daley Property Inventory Services
Daley Property Inventory Services supports landlords, tenants, and letting agents across Greater London and surrounding main cities with evidence-led inventories, check-ins, and check-outs — built to be neutral, consistent, and usable.
To understand pricing factors and typical ranges, see our prices page.
To request a booking quickly, use our booking request form.
To speak to us directly, call 020 8016 2986.
Daley Property Inventory Services
124, Cromwell Road, International House, Kensington, London SW7 4ET
Email: info@propertyinventory.org.uk
For local presence and directions, view our Google Map listing.
If you want to learn more about how we work and what to expect, see about property inventory London.
Quick FAQs: tenancy inventory template
Should I use a tenancy inventory template Word or a tenancy inventory template PDF?
Use a tenancy inventory template Word format to draft and customise, then export to a tenancy inventory template PDF for issuing and storage. Word is flexible; PDF is stable and reduces accidental edits.
What’s the biggest mistake in a rental property inventory template?
Vague condition wording and unstructured photos. A strong tenancy inventory template uses measurable, location-based notes and links photos directly to the relevant room and entry.
Do I need an inventory template with photos?
Yes. An inventory template with photos makes condition notes verifiable and reduces disputes. Photos should be consistent (wide shot + close-ups of existing marks) and referenced in the written notes.
How do tenants add comments to an inventory template for tenancy agreement?
The cleanest method is an addendum section: tenants submit comments within the agreed window, and amendments are recorded as a dated table without overwriting the original baseline notes.
Final thought (London edition)
A tenancy inventory template won’t stop the classic London move-in chaos — the van will arrive late, the lift will be broken, and someone will ask where the meter is after they’ve already walked past it three times. But it will stop the important bit becoming messy: what the property was like at the start, what was included, and what changed. That’s what keeps deposits fair, disputes shorter, and everyone’s inbox a little calmer.
