The Complete Guide to Property Inventories: Costs, Process & FAQs

When it comes to renting out a property, few things are as important as a solid inventory. For landlords, agents, and tenants, having a clear record of the property’s condition protects everyone involved.

Yet, many people are still unsure about property inventories, who should prepare it, and how it works in practice. We’ve done our research and found some of the most frequently asked questions when it comes to all things property inventory – so you can feel confident your tenancy starts and ends on the right foot.

How do you do an inventory for a rental property? 🏡

• A property inventory is a detailed written and photographic room-by-room record of the property’s condition and cleanliness
• It should include everything from scuff marks on walls to appliance serial numbers
• The key is accuracy, impartiality, and enough photographic evidence to stand up in a deposit dispute
• Most landlords and agents choose to hire a professional inventory company for accuracy and legal protection, as even small oversights can cause issues when it’s time to return the deposit

What does a property inventory company do? 🔍

• A property inventory company acts as an impartial third party to document the condition of your property before a tenancy begins, during periodic inspections, and at check out
• They create detailed written and photographic reports that both landlords and tenants can agree on
• This independent evidence is invaluable for deposit disputes, insurance claims, and meeting legal obligations
• Professional inventory clerks also know what to look for – spotting wear, damage, or safety issues that a landlord or tenant might miss

What is a property inventory clerk and what do they check? 👤

• A property inventory clerk is a trained professional who inspects and records the condition of a rental property
• They check the cleanliness, safety, and functionality of fixtures and fittings, note the state of walls, floors, and ceilings, and confirm the presence and condition of furniture, appliances, and safety equipment (like smoke alarms)
• At check out, they compare the original inventory to the property’s condition at the end of the tenancy to identify any changes, damage, or missing items

Can a landlord do their own inventory? 📃

Yes, landlords can create their own inventory – but there are risks. Without independent evidence, disputes over deposit deductions can be harder to win, as tenants may challenge the report’s accuracy or impartiality. Using a professional inventory supplier provides independent evidence that’s far more likely to be accepted by tenancy deposit schemes and the courts.

Using a professional ensures:

✅ Unbiased and highly detailed reports

✅ Stronger evidence in deposit disputes

✅ Fully compliant documentation

✅ Saves time and reduces risk

When is a property inventory needed? 📆

An inventory is needed at key stages of a tenancy to fairly record a property’s condition and contents. The most important times are:

• Check In – before a tenant moves in, to create a baseline record
• Mid-Term Inspection – during the tenancy, to monitor upkeep and spot maintenance issues early, or when one tenant moves out and the other tenants remain
• Check Out – when the tenant moves out, to compare the property’s condition against the check-in report and resolve any deposit deductions

Having these reports at each stage provides clear, dated evidence, helping to prevent or resolve disputes and ensuring both landlord and tenant are treated fairly.

Find out more about the value of a mid-term inspection here

How much does a property inventory cost? 💰

• The cost of a property inventory varies depending on the size, type, and location of the property, as well as the level of detail required in the report
• In London, prices typically range from £80–£150 for a standard one or two-bedroom property, with larger or furnished homes costing more
• Some inventory companies also offer package deals if you book check-in, mid-term, and check-out reports together
• While it might be tempting to cut costs by doing it yourself, using a professional inventory clerk ensures an impartial, detailed report that stands up in deposit disputes

Let us handle it.

At Eclipse Inventories, we take the guesswork out of property reports. Our detailed, impartial inventories give landlords, agents, and tenants total clarity and peace of mind – with photographic evidence that’s watertight in deposit disputes. From check ins to mid-terms to check outs, we handle every step so you can focus on what matters most.

Get in touch today to book your next property inventory and protect your investment from day one.