FAQs

An Inventory Report is a detailed record of a property’s condition, contents, fixtures and fittings at the start of a tenancy. It provides an objective snapshot of the property at a specific point in time and forms the basis for comparison at the end of the tenancy. The report typically includes written descriptions and photographic evidence and is used to assess any changes to the property over the course of the tenancy. A well-prepared inventory helps support transparency, reduce disputes, and ensure that any end-of-tenancy assessments are carried out fairly.

An Inventory Report is important because it provides a clear, independent record of a property’s condition at the start of a tenancy. This creates a fair baseline against which the property can be assessed at the end of the tenancy. Without an agreed inventory, it can be difficult to determine whether any changes, damage, or deterioration occurred during the tenancy, which often leads to disputes. A detailed inventory helps protect both landlords and tenants by supporting transparency, setting clear expectations, and providing evidence if disagreements arise.

Without an Inventory Report, there is no clear record of the property’s condition at the start of the tenancy. This makes it difficult to fairly assess any changes at the end of the tenancy and can lead to disagreements over responsibility for damage or deterioration. In the absence of an inventory, landlords may struggle to provide evidence to support deposit deductions, while tenants may find it harder to demonstrate the condition in which they received the property. As a result, disputes are more likely, and resolving them can become time-consuming and uncertain.

An Inventory Report is not a legal requirement. However, it plays an important role when it comes to deposit protection schemes and resolving disputes. If a landlord proposes deductions from a tenant’s deposit at the end of a tenancy, deposit schemes require evidence to show the condition of the property at the start and end of the tenancy. An Inventory Report provides this baseline record. Without one, it can be difficult to demonstrate what condition the property was in when the tenancy began, which may affect how a dispute is assessed. For tenants, an Inventory Report helps ensure that any end-of-tenancy charges are based on clear evidence rather than assumption, supporting a fair and transparent process.

While it is possible to prepare an Inventory Report yourself, doing so can present challenges; particularly if the report is later relied upon in a deposit dispute. Deposit protection schemes require clear, independent evidence when assessing proposed deductions at the end of a tenancy. An Inventory Report prepared by a third party is often given greater weight than one completed by a landlord or tenant, as it is seen as impartial and objective. Professional inventory clerks are trained to record condition accurately, use consistent terminology, and include appropriate photographic evidence. This reduces the risk of ambiguity or omissions, both of which can weaken a claim during adjudication. Using an independent provider can help ensure that any deposit deductions are assessed fairly, based on evidence rather than opinion, supporting a transparent process for all parties.

No. An Inventory Report is intended to protect both landlords and tenants by providing an independent, factual record of the property’s condition at the start of the tenancy. For landlords, the report helps evidence the condition of the property should damage occur during the tenancy. For tenants, it provides protection against being held responsible for issues that were already present when they moved in, such as pre-existing wear, marks, or defects. For tenants, the Inventory Report is particularly important. It gives you the opportunity to review and agree the condition of the property at the start of the tenancy and to raise any discrepancies. If a dispute arises at the end of the tenancy, deposit protection schemes use the Inventory Report to help ensure that any deductions are based on clear evidence, not opinion. By setting out a clear and agreed starting point, an Inventory Report supports transparency and helps ensure a fair outcome for everyone involved.

An Inventory Report should be booked to take place before the tenancy begins and ideally once the property is vacant, clean, and ready for occupation. This ensures the report accurately reflects the condition of the property at the point the tenant takes possession.

An Inventory Report does not legally have to be signed. However, it is considered best practice for the tenant to review the report and confirm whether they agree with its contents. Tenants are usually given a set period of time after receiving the Inventory Report to note any discrepancies, comments, or additional observations. If no comments are raised within this timeframe, the report is typically treated as accepted as a fair record of the property’s condition at the start of the tenancy. For deposit protection schemes, a signed or acknowledged inventory- or one where the tenant has been given the opportunity to comment- is often given greater weight, as it demonstrates that the report was shared and reviewed at the beginning of the tenancy. Our booking forms have boxes for the digital signing if you wish to have this option. Or simply let us know and we will arrange it for you.

When you receive the Inventory Report, you should take time to read through it carefully and compare it with the condition of the property as you see it. Check each room, fixture and fitting, and review the photographs provided. If the instructing party has opted for digital signing, you will usually be given seven days to review the report, add any comments, and sign it. This is standard industry practice and is intended to give you sufficient time to go through the report properly, rather than feeling rushed. If you notice anything that you believe is inaccurate, missing, or not fully described, you should record this within the seven-day review period. You can add your own comments and, where appropriate, upload supporting photographs or evidence to ensure your observations are clearly documented. If no comments are raised within the review period, the Inventory Report is generally treated as an accepted record of the property’s condition at the start of the tenancy. Taking the time to review and respond to the Inventory Report helps ensure a clear and agreed starting point, supporting a fair and transparent tenancy for everyone involved.

If you miss the seven-day period to review and comment on the Inventory Report, it does not automatically invalidate the report. However, the report is usually treated as having been accepted as a fair record of the property’s condition at the start of the tenancy. In some cases, tenants may request an extension to the review period. Whether an extension is granted is at the discretion of the instructing party (such as the landlord or letting agent), rather than the inventory provider. It’s important to note that seven days is standard industry practice and is designed to give tenants sufficient time to review the report properly. Allowing comments or amendments well beyond this timeframe can weaken the evidential value of the inventory, as adjudicators may give less weight to observations raised significantly after the tenancy has begun. For this reason, tenants are strongly encouraged to review the Inventory Report and raise any comments or concerns within the original review period wherever possible. To help ensure you don’t miss the review deadline, consider the following steps when you receive your Inventory Report: Open the report as soon as you receive it This gives you the full review period to go through it properly, rather than rushing at the end. Note the review deadline If digital signing is used, you’ll usually have seven days to review, comment on and sign the report. Check the property room by room Compare the written descriptions and photographs with the condition of the property as you see it. Look for pre-existing issues Pay attention to marks, wear, damage, cleanliness, fixtures and fittings, and any items already present when you moved in. Add comments where needed If something is missing or doesn’t feel accurately described, add clear comments within the report. Upload supporting evidence Photographs can help support any observations you raise. Submit and sign the report within the timeframe Even if you have no comments, signing confirms you’ve reviewed the inventory. Taking a few moments to follow these steps helps ensure the Inventory Report accurately reflects the property’s condition at the start of your tenancy and protects you later on.

Letts Inventories provides professional, independent inventory and inspection reports with a strong focus on accuracy, clarity, and ease of use. Our reports are detailed and evidence-based, with clear descriptions and photographs to remove ambiguity and support fair outcomes throughout the tenancy. We offer optional digital signing, allowing tenants to review, comment on, and sign reports online within the agreed timeframe. Our digital reporting software includes time- and date-stamped photographs that can be zoomed into for clarity, and reports can be easily navigated, downloaded as a PDF, or shared at the click of a button. We aim to make the process straightforward from the outset. Our booking forms are simple and comprehensive, capturing all the information we need in one go to avoid unnecessary back-and-forth. We are easily contactable, proactive in our approach, and do not turn a blind eye to issues that should be documented. Letts Inventories is a family-run business, and we take genuine pride in the quality of our work and the service we provide. We are ARLA Propertymark accredited, fully insured, and DBS checked, offering additional reassurance and professionalism. We also do not charge for travel. Above all, our inventories are prepared with care, consistency and attention to detail, ensuring a clear, reliable record you can trust.

No- once the Inventory Report has been completed and the initial review period has passed, the original inventory should not be altered. Industry practice allows for amendments only within seven days of the report being issued, during the tenant review period. If changes have been made mid-tenancy, such as new carpets being fitted in the bedrooms, these cannot be added to the original Inventory Report. Instead, the changes should be recorded separately. In these circumstances, we can offer the option of a Mid-Term Inventory, which records the changes made to the property along with supporting photographs. This may involve a visit to the property to obtain photographic evidence, or photographs can be provided, depending on the nature of the updates. The cost of an updated report depends on the number of changes being recorded and whether a site visit is required. A Mid-Term Inventory does not replace the original Inventory. It sits alongside it as a supplementary record within the property’s inspection timeline. When dated and shared with the tenant, an updated report can be used as valid evidence in an adjudication.