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Property inventory template

A property inventory form for check-in, check-out and void inspections. It records the tenancy, rent and deposit, overall cleanliness and condition, meter readings, keys, each room in order, alarms and safety records, and the tenant's agreement. Every question is listed below, and you can fill the live form in on this page.

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What should a property inventory include?

A property inventory should record the type of report and the tenancy dates, overall cleanliness and condition as separate items, meter readings with photos, every key, each room in order with floors, walls, windows, fittings, appliances and furniture, any marks or damage with close-up photos, the alarm tests, and the tenant's agreement or comments with signatures.

Last updated . Facts checked on 26 September 2026 against GOV.UK tenancy deposit protection and GOV.UK fees you can charge as part of a tenancy.

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The Inventory and Check-in form in the SiteSurvey app on a tablet
The Inventory and Check-in form in the SiteSurvey app on a phone

Every question in the inventory template

Check-in or check-out inventory with meter readings, keys, cleanliness and room by room condition, signed by both parties. 8 sections and 102 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.

Details you only enter once

Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.

  • Project: the project name
  • Property address: the site address, from the space or the project

Visit and tenancy

What kind of report this is, who made it and when.

  • ProjectShort answer
    Fills in from the project name
  • Report referenceShort answer
  • Property address*Short answer
    Fills in from the site address, from the space or the project
  • Date of the visit*Date
  • Type of report*Choose one
    • Inventory and check-in
    • Check-out
    • Void inspection
  • Tenancy start dateDate
    Shown only when the answers above make it relevant
  • Is the visit on the day the tenancy starts?Yes or No
    Shown only when the answers above make it relevant
  • CheckDeposit scheme guidance says a check-in report is most reliable when it is made at the start of the tenancy. A report made a few days before is accepted if the tenant is then checked in against it.
    Shown only when the answers above make it relevant
  • Is the tenant at the visit?Yes or No
    Shown only when the answers above make it relevant
  • CheckTenant not present. Give the tenant a copy of the report and a set time to send comments. Deposit scheme guidance says this is typically seven days. Keep proof of when it was sent.
    Shown only when the answers above make it relevant
  • Date the report was sent to the tenantDate
    Shown only when the answers above make it relevant
  • Tenancy end dateDate
    Shown when “Type of report” is “Check-out”
  • Reference of the check-in reportShort answer
    Shown when “Type of report” is “Check-out”
  • GuidanceCheck-out. Record the home as the tenant left it, before any cleaning or repairs are carried out. Use the same rooms and the same order as the check-in report.
    Shown when “Type of report” is “Check-out”
  • Why is the home empty?Choose one
    • Between lets
    • Before works
    • After works
    • Before sale
    • Other (describe)
    Shown when “Type of report” is “Void inspection”
  • Who is preparing the report?Choose one
    • Landlord
    • Letting agent
    • Independent inventory clerk
  • Name of the person preparing the reportShort answer
  • Tenant nameShort answer
    Shown only when the answers above make it relevant

Rent and deposit

For the record. England only. The form does not protect the deposit.

  • Rent each month (£)Number
  • Deposit taken (£)Number
  • Five weeks' rent (£)Worked out by the form
    Shown only when the answers above make it relevant
  • Six weeks' rent (£)Worked out by the form
    Shown only when the answers above make it relevant
  • WarningThe deposit is more than five weeks' rent. In England the deposit is capped at five weeks' rent where the rent is below £50,000 a year. Check the figures with the agent or landlord.
    Shown only when the answers above make it relevant
  • WarningThe deposit is more than six weeks' rent. In England the deposit is capped at six weeks' rent where the rent is £50,000 a year or more. Check the figures with the agent or landlord.
    Shown only when the answers above make it relevant
  • Has the deposit been protected in an approved scheme?Yes or No
    Shown only when the answers above make it relevant
  • Date it was protectedDate
    Shown only when the answers above make it relevant
  • CheckThe landlord must put the deposit in a government approved scheme within 30 days of getting it.
    Shown only when the answers above make it relevant

Overall cleanliness and condition

An opening summary. Cleanliness and condition are recorded separately.

  • Property typeChoose one
    • House
    • Bungalow
    • Flat
    • Maisonette
    • Room in a shared house
  • How is the home let?Choose one
    • Unfurnished
    • Part furnished
    • Furnished
  • GuidanceList each piece of furniture in its room, with its condition. Record makes and models where you can.
    Shown only when the answers above make it relevant
  • Overall cleanlinessChoose one
    • Professionally cleaned
    • Cleaned to a good domestic standard
    • Needs cleaning
  • Is there a cleaning invoice or receipt?Yes or No
    Shown when “Overall cleanliness” is “Professionally cleaned”
  • What needs cleaning, and where?Notes
    Shown when “Overall cleanliness” is “Needs cleaning”
  • Photos of what needs cleaningPhotos
    Shown when “Overall cleanliness” is “Needs cleaning”
  • GuidanceCondition is not the same as cleanliness. If the check-in report does not record how clean the home was, a later claim for cleaning is hard to support.
  • Overall conditionChoose one
    • Good
    • Fair
    • Poor
    • Damaged
  • Has the home been decorated since the last tenancy?Yes or No
  • When, and which rooms?Short answer
    Shown when “Has the home been decorated since the last tenancy?” is Yes
  • Is a garden, yard, garage or outbuilding included?Yes or No
  • Condition of the outside space, fences and outbuildingsNotes
    Shown when “Is a garden, yard, garage or outbuilding included?” is Yes
  • Photos of the outside spacePhotos
    Shown when “Is a garden, yard, garage or outbuilding included?” is Yes
  • Were all rooms and cupboards inspected?Yes or No
  • Which were not inspected, and why?Notes
    Shown when “Were all rooms and cupboards inspected?” is No
  • Does the report use abbreviations?Yes or No
  • List each abbreviation and what it meansNotes
    Shown when “Does the report use abbreviations?” is Yes

Meter readings

Photograph each meter so the display can be read, then enter the reading.

  • Where is the electricity meter?Short answer
  • Electricity reading (kWh)Number
  • Electricity reading at check-in (kWh)Number
    Shown when “Type of report” is “Check-out”
  • Electricity used during the tenancy (kWh)Worked out by the form
    Shown only when the answers above make it relevant
  • WarningThis reading is lower than the check-in reading. Check the reading and the meter serial number, and ask whether the meter was changed during the tenancy.
    Shown only when the answers above make it relevant
  • Photo of the electricity meterPhotos
  • Is there a gas supply?Yes or No
  • Gas readingNumber
    Shown when “Is there a gas supply?” is Yes
  • Gas reading at check-inNumber
    Shown when “Is there a gas supply?” is Yes and “Type of report” is “Check-out”
  • Gas used during the tenancyWorked out by the form
    Shown only when the answers above make it relevant
  • WarningThis reading is lower than the check-in reading. Check the reading and the meter serial number, and ask whether the meter was changed during the tenancy.
    Shown only when the answers above make it relevant
  • Photo of the gas meterPhotos
    Shown when “Is there a gas supply?” is Yes
  • Is there a water meter?Yes or No
  • Water reading (m³)Number
    Shown when “Is there a water meter?” is Yes
  • Photo of the water meterPhotos
    Shown when “Is there a water meter?” is Yes
  • Is there an oil tank?Yes or No
  • Oil level, as shown on the gaugeShort answer
    Shown when “Is there an oil tank?” is Yes
  • Is any meter a prepayment meter?Yes or No
  • Credit or debt shown on the meter (£)Short answer
    Shown when “Is any meter a prepayment meter?” is Yes
  • GuidancePhotograph the balance as well as the reading, and record who holds the key or card for the meter.
    Shown when “Is any meter a prepayment meter?” is Yes

Keys

Count every key and photograph them together.

  • Front door keysNumber
  • Communal door keys or fobsNumber
  • Window keysNumber
  • Other keysNumber
  • What are the other keys for?Short answer
    Shown only when the answers above make it relevant
  • Total keysWorked out by the form
  • Keys handed over at check-inNumber
    Shown when “Type of report” is “Check-out”
  • Keys not returnedWorked out by the form
    Shown only when the answers above make it relevant
  • CheckFewer keys have come back than were handed over. In England a landlord or agent can charge the tenant the cost of replacing a key, and must be able to show in writing that the cost is reasonable.
    Shown only when the answers above make it relevant
  • CheckNo front door keys have been recorded.
    Shown only when the answers above make it relevant
  • Photo of all the keys togetherPhotos

Room by room

One entry for each room. Start at the front door and work through in order.

  • GuidanceWhat a good photo shows. Step back to show the whole room, stand square to each appliance, and get close enough to a meter that the display can be read. Photos support the written description. They do not replace it.
  • An empty living room showing the carpet, walls, door, curtains and window
    An empty living room showing the carpet, walls, door, curtains and window
    A built-in oven and gas hob photographed square on
    A built-in oven and gas hob photographed square on
    Close-up of an electricity meter with the display readable
    Close-up of an electricity meter with the display readable
  • Rooms
    Repeat for each room. Each one asks:
    • RoomChoose one
      • Hallway
      • Living room
      • Kitchen
      • Bedroom
      • Bathroom
      • Landing and stairs
      • Utility room
      • Other (describe)
    • Which one?Short answer
    • Floor coveringChoose one
      • Carpet
      • Laminate
      • Vinyl
      • Tiles
      • Wood
      • Other (describe)
    • Floor conditionChoose one
      • Good
      • Fair
      • Poor
      • Damaged
    • Has the carpet been professionally cleaned?Yes or No
      Shown when “Floor covering” is “Carpet”
    • Walls, ceiling and woodworkChoose one
      • Good
      • Fair
      • Poor
      • Damaged
    • Windows and doorsChoose one
      • Good
      • Fair
      • Poor
      • Damaged
    • Window dressingChoose one
      • Curtains
      • Blind
      • Curtains and blind
      • None
    • Describe it and its conditionShort answer
      Shown only when the answers above make it relevant
    • Appliances in the kitchenTick all that apply
      • Oven
      • Hob
      • Extractor hood
      • Fridge or freezer
      • Washing machine
      • Dishwasher
      • Microwave
      • None
      Shown when “Room” is “Kitchen”
    • Make and model of each applianceNotes
      Shown only when the answers above make it relevant
    • Do all the hob rings work?Yes or No
      Shown when “Room” is “Kitchen” and “Appliances in the kitchen” includes “Hob”
    • Which ring does not work?Short answer
      Shown when “Room” is “Kitchen” and “Appliances in the kitchen” includes “Hob” and “Do all the hob rings work?” is No
    • Inside of the ovenChoose one
      • Clean
      • Light marks
      • Burnt on deposits
      Shown when “Room” is “Kitchen” and “Appliances in the kitchen” includes “Oven”
    • Sealant and groutChoose one
      • Clean
      • Discoloured
      • Mould spots
      • Missing or split
      Shown when “Room” is “Bathroom”
    • Any limescale on the taps, basin, bath or shower?Yes or No
      Shown when “Room” is “Bathroom”
    • Furniture in this room, with the condition of each pieceNotes
      Shown only when the answers above make it relevant
    • Cleanliness of this roomChoose one
      • Professionally cleaned
      • Cleaned to a good domestic standard
      • Needs cleaning
    • Description of the roomNotes
    • Any marks, damage or missing items?Yes or No
    • What, where in the room, and how big?Notes
      Shown when “Any marks, damage or missing items?” is Yes
    • Close-up photos, with something in shot for scalePhotos
      Shown when “Any marks, damage or missing items?” is Yes
    • CheckYou have recorded something as poor or damaged. Describe it and photograph it, so the check-out report can be read against this one.
      Shown only when the answers above make it relevant
    • Photos of the roomPhotos

Alarms and safety records

England. Press the test button on each alarm and record the result.

  • GuidanceNew tenancy. The regulations require the landlord, or someone acting for them, to check that each required alarm works on the day the tenancy begins. Government guidance says the landlord should keep a record of the test, and that the tenant can sign the inventory to record it.
    Shown only when the answers above make it relevant
  • How many storeys have a room used as living accommodation?Number
  • How many of those storeys have a smoke alarm?Number
  • WarningSmoke alarm missing. The regulations require a smoke alarm on each storey that has a room used as living accommodation. Tell the landlord or agent today.
    Shown only when the answers above make it relevant
  • Smoke alarm testChoose one
    • All sounded
    • One or more did not sound
    • Not tested
  • Which alarm did not sound, and where is it?Short answer
    Shown when “Smoke alarm test” is “One or more did not sound”
  • Why were they not tested?Short answer
    Shown when “Smoke alarm test” is “Not tested”
  • Does any room have a boiler, fire or stove?Yes or No
  • Is there a carbon monoxide alarm in each of those rooms?Yes or No
    Shown when “Does any room have a boiler, fire or stove?” is Yes
  • WarningCarbon monoxide alarm missing. The regulations require one in any room used as living accommodation that has a fixed combustion appliance, other than a gas cooker. Tell the landlord or agent today.
    Shown when “Does any room have a boiler, fire or stove?” is Yes and “Is there a carbon monoxide alarm in each of those rooms?” is No
  • Carbon monoxide alarm testChoose one
    • All sounded
    • One or more did not sound
    • Not tested
    Shown when “Does any room have a boiler, fire or stove?” is Yes and “Is there a carbon monoxide alarm in each of those rooms?” is Yes
  • WarningAn alarm did not sound. Once a fault is reported, the landlord must repair or replace the alarm as soon as reasonably practicable.
    Shown only when the answers above make it relevant
  • Has the tenant been given a copy of the gas safety record?Yes or No
    Shown only when the answers above make it relevant
  • CheckA new tenant must be given a copy of the latest gas safety record before they move in.
    Shown only when the answers above make it relevant
  • Has the tenant been given a copy of the electrical installation report?Yes or No
    Shown only when the answers above make it relevant
  • CheckA new tenant must be given a copy of the latest electrical installation report before they move in.
    Shown only when the answers above make it relevant

Agreement and sign-off

The tenant's signature records that they agree with the report on this date.

  • Does the tenant agree with the report?Choose one
    • Agrees
    • Agrees, with comments
    • Does not agree
    Shown when “Is the tenant at the visit?” is Yes
  • Tenant's comments, in their own wordsNotes
    Shown only when the answers above make it relevant
  • CheckRecord what the tenant does not agree with. Do not change the report to remove it. Both views stay on the record.
    Shown when “Is the tenant at the visit?” is Yes and “Does the tenant agree with the report?” is “Does not agree”
  • Tenant signatureSignature
    Shown when “Is the tenant at the visit?” is Yes
  • CheckThe tenant was not at the visit, so this report is not signed by them. Keep proof that it was sent and of any reply.
    Shown when “Is the tenant at the visit?” is No
  • Date further comments are due from the tenantDate
    Shown only when the answers above make it relevant
  • Name of the person who prepared the reportShort answer
  • SignatureSignature

Inventory template questions

When should a check-in inventory be done?

Deposit scheme guidance says a check-in report is most reliable when it is made at the start of the tenancy. A report made a few days before is accepted if the tenant is then checked in against it. The form asks whether the visit is on the day the tenancy starts.

What if the tenant is not at the check-in?

Give the tenant a copy of the report and a set time to send comments, which deposit scheme guidance says is typically seven days, and keep proof of when it was sent. The form records the date it was sent and the date further comments are due.

Can a landlord charge the tenant for the inventory?

Not in England. GOV.UK lists the payments a landlord or agent can charge as part of a tenancy, and inventory, check-in and check-out fees are not on that list. The deposit is capped at five weeks' rent where the annual rent is below £50,000, and six weeks' rent where it is £50,000 or more.

How does the check-out compare with the check-in?

For a check-out the form asks for the check-in reference, the meter readings and the number of keys handed over at check-in. It works out the energy used and any keys not returned, and flags a reading lower than at check-in. The rooms should be recorded in the same order as the check-in report.

Does the inventory record the alarm checks?

Yes. For a new tenancy in England the landlord, or someone acting for them, must check that each required smoke and carbon monoxide alarm works on the day the tenancy begins. The form records the test, and asks whether the tenant has been given the gas safety record and the electrical installation report before moving in.

Does the form protect the deposit?

No. It records the deposit and whether it has been protected, and reminds you that the landlord must put it in a government approved scheme within 30 days. In the SiteSurvey app both sides sign on the device, the inventory works offline, and it becomes a PDF report or a share link.

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