Inventory Reports in End-of-Tenancy Cleaning: The Critical Role They Play

Are you preparing to vacate? Here's the thing: if you want your full deposit returned, start your inventory report without delay. As our comprehensive guide to end of tenancy cleaning and deposits explains, proper documentation is essential for securing your full deposit. You should document all details about your rental's condition at both move-in and move-out—think of it as your photographic evidence. Not keen on doing it? Perhaps this will serve as your wake-up call: cleaning-related deductions cost UK tenants a staggering £724 million annually. That's a significant amount of money lost over crumbs and carpet stains. So, whether you're a tenant determined to receive your deposit back in full or a landlord justifying deductions, a thorough, meticulously detailed inventory report is your best defence. We're not naming names, but if you find yourself in a difficult situation, proper documentation will support your case.

What’s an inventory report?

Inventory reports are detailed documents that record the condition and contents of a rental property at the beginning and end of a lease. They contain written descriptions, photographs, and even videos, covering everything from walls and flooring to appliances and general cleanliness levels.

When tenants move out, the inventory reports serve as a baseline for comparison, helping to identify any changes or damage. Essentially, they provide evidence for the fair resolution of disputes, particularly regarding cleaning, repairs, and deductions from deposits.

Check-in vs. check-out reports

Check-in reports

The check-in report is prepared at the beginning of the tenancy and documents the property’s condition and contents before the tenant moves in. It sets the starting point for comparison and includes photos, detailed descriptions, and meter readings. Both parties sign it—typically.

Check-out report

It’s made at the end of the lease, assessing the property’s condition against the check-in report. If it reveals damage, cleaning problems, or missing items, it can justify the deposit deductions.

What do you find in an inventory report?

Here are the crucial elements of a thorough inventory report:

• Cleanliness levels (e.g., professionally cleaned, moderate, poor)
• Fixtures and fittings (e.g., light switches, sockets, curtain poles)
• Furniture (if furnished: sofas, beds, tables, etc.)
• Appliances (e.g., oven, fridge, washing machine – including condition and cleanliness)
• Walls, ceilings, and flooring (noting marks, stains, damage)
• Windows and doors (condition, locks, seals)
• Bathrooms and kitchens (tiles, taps, cupboards – hygiene and wear)
• Meter readings (gas, electric, water)
• Keys provided (types and quantity)
• Photographs and/or video evidence (time-stamped and clearly labelled)
• Smoke and CO alarms (presence and working condition)

A thorough inventory report should clearly document the difference between fair wear and tear and actual cleaning issues. Our detailed guide explains how to distinguish between these critical categories to protect your deposit.

Who makes the inventory report?

Several people can conduct the inventory report:

• Landlords—it’s common, especially in self-managed properties, but the impartiality becomes questionable
• Letting agents—many times, it’s part of their property management services, and they ensure a professional and structured approach
• Independent inventory clerks—they specialise in fair, unbiased, detailed reports. Their neutrality makes the reports even more valuable in case of disputes.

A word on the legal framework in the UK

Inventory reports and Deposit Protection Schemes

Inventory reports are crucial in the UK’s deposit protection schemes, including TDS, MyDeposits, and DPS. The schemes require landlords to protect tenants’ deposits and offer resolution in case of deposit-related disputes. In the event of a dispute—commonly over cleaning, damage, or missing items—judges use inventory reports as primary evidence. Check-in and check-out reports help them decide if the deduction was justified or not.

If there are no inventory reports, it will be difficult for landlords to substantiate claims, and tenants risk losing their entire deposits when attempting to reclaim them.

Inventory reports and dispute adjudication

Inventory reports are fundamental in tenancy disputes, especially for deposit deductions. Under the Tenancy Deposit Protection Scheme (TDP), landlords are required to protect the deposit and provide detailed reports to justify any damage, cleaning, or missing items.

• TDP adjudicators use these reports to examine the property’s condition.
• Reports must be comprehensive, precise, and signed by both parties.
• Timestamped, clear photographs enhance the credibility of reports.

The Tenant Fees Act 2019 and inventory expectations

The Tenant Fees Act 2019 affects cleaning charges and inventory expectations in the UK rental market.

• Landlords and agents can no longer require tenants to pay for professional cleaning. They can charge the tenants only if the cleaning is due to damage beyond what is considered reasonable wear and tear.
• Tenants cannot be obliged to pay for cleaning as a condition of moving in or out. Cleaning deductions can be made only for squalid properties.
• Inventory reports are essential, documenting the property’s cleanliness
• These reports help determine whether cleaning was necessary due to tenant neglect or normal wear and tear.

Understanding how the Tenant Fees Act 2019 affects cleaning requirements and deposit deductions is also crucial when preparing inventory documentation.

What makes an inventory legal?

For an inventory report to be valid and hold weight in UK tenancy disputes, several requirements must be met:

• Both the tenant and landlord/letting agent must sign the report at check-in and check-out
• All photos and videos in the report should be timestamped to prove the timing of the property’s state
• The report should include clear, high-quality photos or videos that cover all key areas, documenting damage or cleanliness problems.

Tenants Should Value Inventory Reports—Here’s Why!

If you're a tenant in the UK, there's no better tool to defend yourself against unfair charges than the inventory report. Here's why:

It protects you against wrongful cleaning charges

If you don't have a solid check-in report, your landlord may try to charge you for cleaning services that you shouldn't be responsible for. A comprehensive, detailed report ensures that any cleaning problem is documented, minimising risks from wrongful deposit deductions.

It's a reference point at check-out

The check-in report establishes clear expectations about the cleaning expected at the end of your lease. Use the document to ensure you return the rental as expected. You will avoid disagreements over what constitutes "dirty" or "unclean," and you won't incur costs for problems that existed when you moved in.

You avoid covering the cost of damage or dirt you didn't cause

Inventory reports offer a record of existing damage or issues at the beginning of your lease. When you document pre-existing issues, you protect yourself from being charged for problems that you didn't cause, such as scuff marks on walls and worn-out carpets.

Get the most out of inventory reports:

• Assess and compare—before you vacate, examine the check-in report, and if you see something that isn't addressed, note it at the check-out.
• Document your efforts—take photos of the property during cleaning or repairs.
• Challenge vague deductions—if your landlord attempts to charge you for something that doesn't match the inventory, use explicit references to challenge it.
• Never miss the check-out inspection with the landlord or letting agent to ensure that everything is noted accurately.

What about landlords—why should they care about inventory reports?

If you're a landlord, you likely know that inventory reports aren't merely a formality but crucial tools to protect your property and ensure fair treatment in the event of disputes. Here's why you should care about inventory reports:

Use them as proof for fair deposit deductions

Inventory reports offer clear documentation of the property's state at the beginning and end of the lease. In the event of damage, cleaning issues, or missing items, the reports provide crucial evidence to justify reasonable deductions from the deposit.

Prevent disputes and ensure success in Alternative Dispute Resolution (ADR) claims.

Deposit protection schemes use inventory reports in adjudication disputes. Providing clear and detailed reports increases your chances of success in alternative dispute resolution (ADR) claims.

Preserve property condition between tenancies.

Regularly updated inventory reports will reveal wear and tear, helping you quickly identify maintenance needs before they escalate and require costly repairs. This way, you keep your property presentable and don't overlook significant problems between tenants.

Encourage better tenant behaviour with clear standards

With an inventory report, you can set clear expectations at the beginning of a tenancy, helping renters understand their responsibilities regarding property care and cleaning. When tenants know they will be held responsible for the property's condition, they are more likely to maintain high standards throughout the tenancy.

Common pitfalls to dodge

Ideally, inventory reports should protect both tenants and landlords; however, some pitfalls can render them less reliable and efficient. Here's how to steer away from such situations:

Avoid using vague language like "dirty" or "untidy"—always be specific!

"Dirty" and "untidy" can mean different things to different people. Always be precise when documenting the property's condition and depict the problem. Descriptions such as "stains on the kitchen counter" or "fingerprints on the wall" may be longer, but they're the best way to describe cleaning issues.

Ensure photos are clear and adequately timestamped

You don't need to be a professional photographer to take clear, focused pictures of your property. All images should be well-lit and focus on key areas. Timestamps are crucial—there's no benefit in having a picture with no date on it!

Make sure tenants sign the check-in report.

The check-in report isn't valid if neither party has signed it. The tenant should examine, acknowledge and sign the report when moving in. This way, both parties agree on the property's condition.

Don't rush the final inspection or skip key areas.

The check-out inspection is crucial, so never rush it. Ensure that the inventory report is comprehensive, covering all rooms, fixtures, and appliances. You don't want to miss any small details.

Inventory reports & cleaning—they go hand in hand.

Inventory reports are essential for documenting a property's condition, but they also play a crucial role in end-of-tenancy cleaning. Here's how:

Inventory reports guide end-of-tenancy cleaning

A detailed check-in report highlights the property's cleanliness level at the beginning of the lease. It serves as a reference point, helping tenants understand the expected cleaning standards when vacating. For landlords, the inventory report helps them see if the property was maintained as expected and decide if additional cleaning is needed.

Cleaning checklists can be created based on check-in reports

Tenants can use the check-in inventory report to create a detailed cleaning checklist, ensuring they meet the required standards before vacating their unit.

DIY or Professional Cleaning?

DIY cleaning can save money, but professional cleaning is more thorough and cost-efficient, especially for large properties or properties in poor condition. Professional cleaners can return the property to the landlord's standards as stated in the inventory report, minimising the risk of disputes. Our data-driven analysis of end of tenancy cleaning ROI demonstrates how professional cleaning can actually save you money by securing your deposit return. Many landlords expect a professional cleaning and require an invoice to prove the job was performed to the expected standard.

Documenting cleaning with photos/invoices in case of disputes

After cleaning, efforts should be documented to prove that the property was left in proper condition. Before-and-after photos of key areas, such as the kitchen, bathrooms, and carpets, provide visual proof of the cleaning. If you've hired professionals, keep the cleaning invoice as proof of payment.

Tech that makes it easy

We live in digital times, and platforms like Inventory Hive and No Letting make it easy for landlords, agents, and tenants to create precise and dependable inventory reports. Here’s how these digital tools streamline the process:

• Easy-to-use platforms

Inventory Hive, No Letting Go, and many more platforms offer easy-to-use interfaces that enable the creation of detailed inventory reports quickly and efficiently. They offer customisable templates that can be tailored to meet specific property needs. Many platforms enable real-time collaboration, allowing tenants and landlords to review and agree on the report without relying on paper copies. Also, many platforms have built-in tools to generate checklists for cleaning and maintenance.

• They offer many benefits

Digital inventory reporting has additional benefits:

• Timestamps on photos and reports for additional credibility and accuracy of the documentation
  • Cloud storage—reports are safely stored and easy to access at any time
  • Allow to include photos and videos right into the report, with clear labels and annotations

Paper or app-based reporting?

Paper reports

Pros

Physical records may feel more personal and straightforward to handle for some landlords and tenants. You don’t need Internet access or technical expertise to consult them.

Cons

paper is prone to being lost, damaged or misplaced. Creating and storing paper reports can be a tedious job, especially if you manage several properties. Additionally, you cannot include photos or timestamped dates in paper reports, which makes them less dependable in disputes.

App-based reporting

Pros

The app-based reporting is faster, more efficient, and environmentally friendly. They come with added functionality, including automatic timestamps, easy storage of digital copies, and seamless integration of photos and videos. You can access them from anywhere in the world, and you can never lose them—thanks to cloud storage.

Cons:

App malfunctions or compatibility issues can occur, and the risk of technical issues is never null. Some users may feel less comfortable using digital tools and require time to learn how to utilise them.

The shift towards digital inventory reporting offers unique benefits in terms of efficiency, organisation, and access, making these platforms a smart choice for modern tenancy management.

Real-stories, real impact

Case no.1—saving deposit with a well-documented report

Meghan, a tenant in London, was surprised by a £250 cleaning deduction from her deposit when moving out. Her landlord claimed the flat was left in poor condition. Sarah had taken clear, detailed photos and a signed inventory report that documented the rental’s condition at both check-in and check-out.

The result?

Meghan used the inventory report as evidence and proved that she left the flat clean, apart from normal wear and tear. The Deposit Protection Scheme supported her claim, and Meghan got her £250 deposit back. Learn more about how to effectively handle cleaning disputes and protect your deposit in our comprehensive guide.

Case no.2—landlord wins dispute after tenant disagrees on deposit deduction

Tom, a landlord, deducted £300 from a tenant’s deposit for damages, including scratches on the floor and carpet stains. The tenant claimed that the damage was pre-existing and contested the deduction.

The result?

Tom had a detailed inventory report with clear photos of the property’s condition at check-in, which revealed that there was no damage to flooring or carpets. He provided the inventory to the Deposit Protection Scheme, which ruled in his favour. Thanks to the detailed documentation, the dispute was resolved, and Tom received £300 for the repairs.

Case no.3-- £200 Investment saved £1,000 in Legal Fees

Sarah, a landlord, got into a dispute with a tenant who didn’t want to pay for damages to the furniture and dirt in the kitchen. The tenant stated that the damages were present at the time of move-in.

The result?

Sarah paid £200 for a professional inventory service, which provided them with a comprehensive report at check-in. The report included photos, descriptions, and timestamps, revealing that the tenant was responsible for the damage. After submitting the inventory to the Deposit Protection Scheme, Sarah got the money back from the tenant and avoided £1,000 in legal fees.

Document, defend, save, succeed—it’s that easy!

Don't think of inventory reports as mere paperwork because they're not. They're the first line of defence in protecting your deposit and avoiding expensive disputes. A well-documented inventory is crucial for your peace of mind, whether you're a landlord or a tenant. So, the next time you move in or are expecting a new renter, make time to have that inventory report prepared—it will make all the difference if something goes wrong!

Practical Resources (Optional Appendix)

Add inventory report templates (PDF/download).

Add End-of-tenancy cleaning checklist.

Add links to TDS, MyDeposits, and other UK tenancy services.

• Tenancy Deposit Scheme (TDS)--https://www.tenancydepositscheme.com
• MyDeposits--https://www.mydeposits.co.uk
• Deposit Protection Service (DPS)--https://www.depositprotection.com
• The National Residential Landlords Association (NRLA)--https://www.nrla.org.uk
• Citizens Advice - Tenancy Deposits--https://www.citizensadvice.org.uk/housing/renting-a-home/tenancy-deposits/

Recommended Apps for Inventory Reporting:

• Inventory Hive
• No Letting Go
• Checkmate
• InventoryBase
• Snapsoft

Third-Party Clerks for Inventory Services:

• The Inventory Clerk — A nationwide inventory service offering professional check-in, check-out, and interim reporting.
• Property Inventory Services — This company provides professional inventory clerks for comprehensive check-in and check-out services throughout the UK.
• Inventory Clerk Ltd — Specialising in independent inventory reports, they offer a range of services, including check-in/check-out inventories and inspection reports.
• My Property Inventories — Offering expert clerks for independent inventories, this service ensures that properties are fully documented with the highest level of detail.
• UK Inventory Clerk — Providing nationwide coverage, UK Inventory Clerks offer professional services, including check-in/check-out inventories and mid-term inspections.

RESOURCES

• https://inventoryvision.co.uk/
• https://trustinventory.co.uk/inventory-check-out/
• https://www.totallandlordinsurance.co.uk/knowledge-centre/end-of-tenancy-cleaning-and-inventory-checklist
• https://www.nrla.org.uk/news/complete-guide-to-inventory-for-landlords
• https://www.inventoryhive.co.uk/documents/guides/tds/inventory-reports-a-focus-on-cleaning.pdf