Why the check-in report matters so much
Deposit scheme adjudicators compare the check-in report with the check-out report. Without a check-in record they have nothing to measure the damage against, and claims commonly fail. Reports signed by both sides carry more weight because they show the tenant agreed what they say.
What to record in every room
- Condition of each item: new, good, fair, poor, damaged or missing.
- Cleanliness: professionally cleaned, clean, or needs a clean.
- What you can see: colour, material, size and position of any marks.
- Dated photos of each room and anything already damaged.
- Meter readings and keys handed over.
Be factual. “Beige carpet, 5cm stain by the door” is evidence. “Carpet fine” is not.
Lock it, then get it signed
Once the walk-round is done, finalise the report so it cannot quietly change, and ask the tenant to sign it, with room for their own comments. If they disagree with something, it is better to know on day one.
At check-out, compare item by item
Use the same rooms and items, record the condition again, and look for anything worse than at check-in. Remember fair wear and tear: a five-year-old carpet will not look new, and deposit schemes allow for that.
Questions landlords ask
Is a check-in inventory a legal requirement?
It is not a legal requirement in itself, but it is common practice and usually the most important evidence in a deposit dispute.
Does the tenant have to sign the inventory?
They do not have to, but a report signed by both sides carries more weight with deposit schemes because it shows agreement.
What photos should I take?
Clear photos of every room and of anything already marked or damaged, with the date they were taken.
What is fair wear and tear?
The normal deterioration from everyday use over time. It is usually allowed for, and deciding what counts is a judgement rather than a calculation.
What if I do not have a check-in inventory?
It is harder to show what changed. The Deposit Protection Service says a report that is not signed and not backed by photos is unlikely to carry much weight on its own. Receipts, emails and dated photos from the start of the tenancy may still help.
Can landlords do their own inventory?
Yes. There is no legal requirement to use a clerk. Independent clerks typically charge about £80 to £200 per report. What deposit schemes look for is a report that is dated, detailed, signed by both sides and backed by dated photos.
How long does a landlord have to return a deposit?
Within 10 days of landlord and tenant agreeing how much the tenant gets back. If they disagree, the deposit stays protected in the scheme until the dispute is sorted out.
Sources
- Deposit Protection Service: gathering evidence (checked 18 Oct 2026)
- Deposit Protection Service: what makes a reasonable deposit claim (checked 18 Oct 2026)
- GOV.UK: tenancy deposit protection, disputes and returns (checked 18 Oct 2026)
- August: inventory services for landlords (prices checked Sept 2026) (checked 18 Oct 2026)
- Propertymark / TDS: guide to inventories, check-in and check-out reports (checked 18 Oct 2026)