(Quick Answer): A sample landlord inventory is a practical example of how a landlord should document a rental property’s condition and contents at the start of a tenancy. A strong sample landlord inventory report includes a room-by-room schedule of condition, clear item descriptions, time-stamped photos, and relevant details like keys and meter readings. In the UK, an example landlord inventory report UK landlords can rely on is neutral, specific, and consistent—because that’s what helps evidence hold up in deposit discussions and disputes.
Sample landlord inventory: what “good” looks like in the UK (and why it matters)
A sample landlord inventory is not just a nice PDF you glance at and forget. It’s a model of what good evidence looks like — the sort of document that stays calm even when the end-of-tenancy conversation isn’t.
In Greater London, this matters even more. Properties are often furnished, turnover can be fast, and expectations are… energetic. A strong sample landlord inventory report shows you how to record facts so everyone can move on quickly later. Because nobody wants to spend their evening debating the history of a scuff mark when they could be doing literally anything else (including staring at a delayed Tube board).
If you want the wider concept behind recording condition and contents, start with our overview of property inventory.
Example landlord inventory report UK: the anatomy of a strong report
A good example landlord inventory report UK follows a predictable structure. Predictable is good — it makes comparisons easy and keeps the tone neutral.
A “strong” landlord inventory example typically includes:
- Property details
- address, date/time, tenancy context
- Keys and access items
- keys, fobs, permits (counts matter)
- Meter readings (where accessible)
- readings + location notes + photo references
- Room-by-room schedule of condition
- walls, ceilings, flooring, doors, windows, fixtures
- Contents list (if furnished)
- furniture, appliances, removable items
- Cleanliness notes
- written consistently (not emotionally)
- Photo log
- photos referenced clearly to rooms/notes
- Sign-off / amendments
- tenant comments process and acknowledgements
For a deeper explanation of what the baseline report is and why it underpins everything, read inventory report explained: what it is, what’s included & why it matters.
What should a landlord inventory include? A quick checklist you can compare against
If you’re asking what should a landlord inventory include, here’s the minimum standard you should expect in any sample landlord inventory you’re reviewing:
- Specific condition notes (location + type + size where possible)
- Consistent room order (so check-out comparisons aren’t chaos)
- Evidence quality (photos that match notes, not random camera-roll chaos)
- Counts for key items (keys/fobs, remotes, high-value accessories)
- Neutral tone (facts, not blame)
- Clear sign-off process (so tenant amendments are recorded properly)
If you want landlord-specific context and service expectations, see landlord inventory.
And if you’re looking for the broader service lens (inventory, check-in, check-out), our inventory services page shows how the pieces fit together.
Landlord inventory sample PDF: how to read one like an adjudicator
When you view a landlord inventory sample PDF, try reading it the way a third party would — someone who has never visited the property and doesn’t care who “feels” right.
Ask these questions:
- Can I tell what changed later, using this as a baseline?
- Are condition notes specific enough to compare fairly?
- Do photos clearly relate to the written entries?
- Are key areas covered (kitchen, bathrooms, flooring edges, high-traffic zones)?
- Is the tone neutral and consistent?
To see a real example format, here’s a property inventory sample report.
For London context on what local inventory work typically involves, you may also find about property inventory London helpful.
Landlord inventory report template vs professional report: where DIY usually falls short
A landlord inventory report template can be a useful starting point. But many DIY inventories fail at the exact moment they’re needed: when someone disputes something.
The most common weak points:
- generic wording (“good condition”) instead of specifics
- missing photo structure (photos exist but don’t prove anything)
- inconsistent standards between rooms
- no clear method for recording tenant amendments
If you want a step-by-step framework for building a stronger baseline, see our guide to a landlord inventory template.
If you want to talk through what “professional standard” looks like for your property in 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
Inventory report example for rented property: room-by-room sample entries
A sample landlord inventory is most useful when you can see what “good” looks like in real wording. Below are sample-style entries you can use as a reference when reviewing an example landlord inventory report UK or when refining your own landlord inventory report template.
The golden rule: write so a stranger could picture the property accurately. Neutral, specific, and consistent.
Hallway / entrance (sample entries)
Walls: White painted walls. Two light scuff marks (approx. 3–4cm) on right wall near coat hooks, at shoulder height.
Flooring: Engineered wood flooring. Light surface scratches present near threshold; no lifting edges observed.
Front door: Door surface clean. Lock and handle secure. Door frame shows minor paint rub at lower left edge.
This is the level of detail that makes a sample landlord inventory report “usable” later — it’s not dramatic, but it’s clear.
Living room (sample entries)
Ceiling: White, clean, no visible cracks.
Walls: Neutral paint. One small pinhole cluster (x3) above skirting, behind TV position.
Flooring: Carpet, beige. Flattened pile noted along central walkway; no visible staining.
Sofa (3-seater): Grey fabric. Light wear to armrest edges; no tears observed.
Coffee table: Wooden top with one shallow scratch (approx. 6cm) on front right corner.
TV & accessories: TV present. Remote control present (x1). HDMI cable present (x1).
If you’re comparing this style to a report you’ve received, check whether it reads similarly — that’s how you spot a strong landlord inventory example.
Kitchen (sample entries)
Worktops: Laminate, light grey. One small chip (approx. 1cm) on front edge near sink; photo referenced.
Cupboards: White gloss fronts. Minor finger marks to be cleaned; hinges operational.
Sink & taps: Chrome tap secure. Sink clean with light limescale spotting around drain.
Oven/hob: Oven door glass clean; internal shows light use marks. Hob surface clean; no cracks observed.
Fridge/freezer: Shelves and drawers present. Door seals intact.
Kitchen notes are where a professional landlord inventory sample often separates itself from a template: it names the “near sink” and “front edge” details that people dispute later.
Bedroom (sample entries)
Walls: Light grey. One small scuff (approx. 2cm) on left wall near wardrobe corner.
Bed frame: Double bed frame present; minor surface wear to base edge.
Mattress: Mattress present with protector. No visible staining noted through protector.
Wardrobe: Sliding doors operational; internal shelving intact. Hangers present (x10).
Window coverings: Blind operational; no missing slats.
Short, factual, and repeatable — that’s what makes a sample landlord inventory easy to compare at check-out.
Bathroom (sample entries)
Bath/shower: Bath panel secure. Shower screen clean; light water marks present.
Sealant/grout: Sealant along bath edge shows minor discolouration at rear corner; no gaps observed.
Toilet: Secure; flush operational.
Basin & tap: Tap secure; light limescale spotting.
Extractor: Present; visible cover intact.
Bathroom wording is especially important in London rentals, because small issues become big issues quickly if ventilation is poor. That’s not alarmist — it’s just London winter physics.
Professional landlord inventory sample: wording patterns that hold up
When you read a sample landlord inventory report, the “tell” is the language. Strong reports use repeatable phrasing that avoids judgement and sticks to observable facts.
Here are wording patterns that work:
- Location-based description: “Left wall near window…”
- Measurable detail: “Approx. 2cm scuff…”
- Neutral condition: “Light wear noted…” rather than “Bad condition”
- Completeness counts: “Remote present (x1)”
- Evidence reference: “Photo referenced” where relevant
A simple internal standard you can adopt in any landlord inventory report template is:
Surface + location + condition + size (where possible) + photo reference (if needed)
If you’re working with a provider, these are the standards you should expect from inventory services across Greater London. If you’re comparing providers locally, our guide to London inventory services explains what “good” looks like when choosing an independent clerk.
Photos, meter readings, and evidence structure: what “clear” actually means
Most arguments happen because evidence is incomplete, not because people are inherently unreasonable. A strong sample landlord inventory uses photos and readings in a structured way:
- 1 wide photo per room (context)
- close-ups of existing marks/damage (detail)
- photo references linked to written notes
- meter readings recorded where accessible (with a photo if possible)
This structure turns your inventory report example for rented property into something that can be assessed fairly later.
If you want to understand the evidence chain from start to end, this guide is helpful: inventory check: check-in vs interim vs check-out (and what each proves).
Sample check-in inventory report: how it links to the baseline
A sample check-in inventory report is the handover confirmation that makes your baseline useful in real life. It typically records:
- keys/access items handed over (counts)
- meter readings confirmed (where accessible)
- tenant present/not present and any notes
- tenant acknowledgement process (how comments are submitted)
The check-in stage reduces the “I never received the report” problem later — which, in London, can travel faster than a rental viewing queue.
For UK-wide check-in expectations, see inventory check in UK.
If you want the broader explanation of why check-in evidence matters for both parties, see the importance of an inventory check-in report for landlords and tenants.
Common problems in sample landlord inventory reports (and how to fix them)
Even a well-meaning sample landlord inventory report can be weak if it has these issues:
- Vague condition language
Fix: use location + measurable descriptors. - Photos not tied to notes
Fix: add photo reference fields per room/item. - Missing high-dispute zones
Fix: prompt for kitchen worktop edges, bathroom sealant/grout, flooring edges, upholstery corners. - No clear tenant amendment process
Fix: include a structured comments/addendum section.
If you’re actively improving your own document, this step-by-step guide helps strengthen a landlord inventory report template into evidence: landlord inventory template.
Sample check-out inventory report: what comparison “good” looks like
A sample check-out inventory report is where the baseline becomes useful. It’s not a fresh description of the property — it’s a structured comparison against the start-of-tenancy record.
A strong check-out comparison will:
- reference the original room-by-room structure
- record what has changed (and what hasn’t)
- support significant changes with photos
- keep tone neutral (no blame, just facts)
- separate cleaning issues from damage issues
If you want a deeper, practical walk-through of how these reports are built, see how to create a comprehensive inventory check-out report.
Example comparison wording (baseline vs end)
When you read a sample landlord inventory report, comparison language is the “tell.” It should be consistent and calm.
- Living room wall (baseline): “Two light scuff marks near doorway.”
Check-out note: “Additional scuffing present on same wall area; now includes one darker mark approx. 6cm. Photo referenced.” - Kitchen worktop (baseline): “1cm chip on front edge near sink.”
Check-out note: “Existing chip remains. Additional abrasion marks noted adjacent to sink area; photo referenced.” - Bedroom carpet (baseline): “Flattened pile along walkway; no staining.”
Check-out note: “Flattened pile remains. New staining observed near bed edge approx. 10cm diameter; photo referenced.”
This style helps a third party judge change fairly — which is what matters when disagreements arise.
Disputes, deposits, and what third parties look for in evidence
In the UK, deposit disagreements tend to come down to documentation quality. A strong sample landlord inventory is essentially a blueprint for evidence that holds up.
Third parties typically look for:
- a clear baseline (start condition and contents)
- a clear comparison (what changed, with support)
- consistency (same structure and standard across reports)
- neutral tone (no accusations, no emotion)
- photographic support for key findings
- fair wear and tear awareness (reasonable expectations over time)
If you want a practical explanation of where wear ends and damage begins, read understanding fair wear and tear in rental properties.
If you’re already navigating disputes (or you want to prevent them), this page is a useful reference: landlord tenant disputes FAQ.
Why a strong sample landlord inventory report saves time later
Most landlords don’t want conflict; they want clarity. Most tenants don’t want charges; they want fairness. A good example landlord inventory report UK supports both — because it’s readable, comparable, and evidence-led.
London adds extra pressure:
- furnished properties are common
- move-ins can be rapid
- check-outs are often time-boxed
- expectations are high (and patience can be… limited)
A good professional landlord inventory sample makes the end-of-tenancy process shorter, not longer.
How to use a landlord inventory report template without weakening proof
A landlord inventory report template is a tool — but the tool isn’t the evidence. The evidence is how consistently and precisely it’s used.
To strengthen your template-based reporting:
- use the same room order every time
- record condition with measurable details
- include a photo reference field per room/item
- include key counts (keys, fobs, remotes)
- record tenant comments as an addendum, not overwrites
For landlord-specific context and what a baseline should cover, our UK page is useful: landlord inventory uk.
And for the broader evidence chain (start, during, end), see inventory check.
Why independence matters (London market reality)
If you’ve ever tried to convince someone you’re neutral while also being financially involved, you’ll understand why independence matters. The strongest evidence is impartial.
That’s why landlords and letting agents often prefer independent reporting, especially when:
- the property is high value
- the let is furnished
- the landlord and tenant relationship is already tense
- the portfolio is large (consistency is essential)
If you want the local benchmark for professional inventory work in the capital, see inventory check London.
If you want a service overview that connects inventory, check-in, and check-out stages, see inventory services.
And if you want the “why” behind professional reporting standards, see property inventory clerk.
Daley Property Inventory Services: pricing, booking, and next steps
Daley Property Inventory Services provides professional, evidence-led inventories and checks across Greater London — including baseline inventories, check-in support, and check-out comparisons that keep the process fair and readable.
To understand typical costs and what affects pricing, see our prices page.
To request an appointment 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, you can view our Google Map listing.
Quick FAQs: sample landlord inventory reports (UK)
What is a sample landlord inventory report?
A sample landlord inventory report is an example of how to document a rental property’s condition and contents at the start of a tenancy. It shows the structure, wording style, and evidence standards that help a report hold up in deposit discussions.
What should a landlord inventory include to be useful in disputes?
It should include a room-by-room schedule of condition, clear descriptions with measurable details, photos linked to notes, key counts (keys/fobs/remotes), and a clear sign-off and tenant amendment process. Neutral tone and consistency matter as much as detail.
Is a landlord inventory sample PDF enough without a check-in and check-out process?
A landlord inventory sample PDF is a strong baseline, but it works best when linked to a check-in acknowledgment and a check-out comparison. The evidence chain is what makes changes clear and outcomes fair.
Final thought (London edition)
A strong sample landlord inventory is basically a calm witness statement for your property: specific, neutral, and hard to argue with. In London, where time is short and tenancies move fast, that calm witness can save you hours of back-and-forth later — and keep the end-of-tenancy process focused on facts, not feelings.
