The detailed inventory check template is crucial for protecting both landlords and tenants and minimising the risk of deposit disputes. Below you will find the link to access the template and the step-by-step guide on how to complete the document accurately.
(Opens in Google Docs for editing and download)
Template Overview: What the Document Includes
Essential Compliance & Safety Instructions:
- Photos are Crucial: Take clear, well-lit, dated photos of every item and area. Link photos to notes using the numbering/lettering system (e.g., 1.A Walls).
- Condition Codes: Use N (New), G (Good), F (Fair), P (Poor), D (Damaged).
- Fire Safety (Section 1.F/G): All smoke and carbon monoxide alarms must be tested and documented.
- Gas & Electrical Safety: A valid Gas Safety Certificate (CP12) and EICR evidence must be documented in the relevant sections (e.g., 3.A Oven/Hob and 1.I Electrical Sockets).
Key Sections Covered:
- Property Details (Section 1): Includes Landlord/Tenant information and Check-in/Check-out status.
- Room-by-Room Breakdown (Sections 1-5): Hallway, Living Room, Kitchen, Bathroom, and Bedrooms.
- Detailed Checks: Specific fields for Appliances (Make/Model), Meter Readings (Section 7), and Key Inventory (Section 8).
- Signatures: Final confirmation of agreement by all parties.
Step-by-Step Guide to Accessing & Completing the Inventory
Follow these steps to access, edit, and complete the template accurately and professionally, ensuring it stands up in the event of a dispute.
Access, Edit, and Download
Click the 'Access the Inventory Check Template Now' button above. Once the document opens in Google Docs, you should:
- Go to File > Make a copy to create your own editable version in your Google Drive.
- Edit or remove any sections you do not require for your specific property (e.g., specific furniture items).
- Once tailored, go to File > Download and select Microsoft Word (.docx) or PDF (.pdf) for the final working document.
Property Details & Safety Checks
Complete the fields in the Property Details section. Crucially, fill out the safety information for Smoke/CO Alarms (Section 1.F/G), and verify the Gas Safety Certificate (CP12) and EICR date for the relevant appliances and sockets (e.g., 3.A Oven/Hob and 1.I Electrical Sockets).
Systematic Condition Recording
Proceed through the property systematically (Room 1. Hallway to 5. Bedroom 1). For every item, use the Condition Codes (N, G, F, P, D) and write clear, detailed Notes. Record the Flooring Type and details for all windows/doors.
Appliance and Fixture Documentation
In the Kitchen (Section 3) and Bathroom (Section 4), record the Make/Model for all major appliances (Oven, Boiler, Refrigerator) and rate the Cleanliness. Note any leaks or issues with Sink & Taps and check the Extractor Fan working order.
External Areas, Meter Readings, and Signatures
Complete the details for External Areas (Section 6). Record the exact Current Meter Readings (Section 7) and their corresponding Date. Finally, ensure all parties sign the inventory (Section 8) to confirm agreement.
Need Expert, Independent Inventory Services?
To completely eliminate the stress and potential for disputes, consider engaging Eagle Eye to handle the check-in and check-out inventory process for you as part of our comprehensive landlord services.