Your first hours in a new rental property are critical. Documentation you gather on move-in day protects you against false damage claims at checkout. A single photograph of a broken window or stain on carpet can save you £300–£1,000 in deposit deductions. Creating a detailed inventory and condition report is the best investment you can make as a renter.
Before you unpack: the move-in inspection
Timeline: Inspect the property thoroughly before you unpack any boxes. Aim to complete this on move-in day or the morning after (but within 7 days maximum; most tenancy agreements specify 7 days as the deadline for reporting pre-existing damage).
Do this alone: Have the landlord or agent walk through with you. Take notes. Request they sign off on your observations (or email them your report for acknowledgment).
What you’ll need:
- Phone camera or digital camera.
- Notebook and pen.
- Meter readings (electricity, gas, water).
- Tape measure (optional, for room dimensions or damage size).
Room-by-room inspection checklist
Entrance / Hallway
- Door locks work smoothly.
- Door frame intact (no cracks, splinters).
- Paint condition (peeling, marks, stains).
- Light switches functional.
- Flooring: scratches, stains, missing tiles, dents in wood.
- Walls: cracks, holes, marks, damp patches.
- Ceiling: leaks, discoloration, cracks, mold.
Living Room / Bedroom(s)
- Windows clean and functional; frames intact.
- Window seals: damp, condensation, drafts.
- Flooring: scratches, stains, damage, carpet condition.
- Walls: paint condition, cracks, marks, scuffs, mold, damp.
- Radiators present and functional.
- Light fixtures present and working.
- Sockets/outlets intact and safe.
- Furniture (if included): condition, damage, missing pieces.
Kitchen
- Oven interior clean, all racks present, heating element functional.
- Hob/cooktop clean, all burners functional.
- Extractor fan/hood functional.
- Refrigerator/freezer clean, functional, temperature correct.
- Counters: condition, stains, damage.
- Cupboards: doors close properly, interior clean, no damage.
- Sink: drains clear, no leaks, taps functional.
- Flooring: stains, damage, missing grout.
- Paint: peeling, stains, marks.
- Walls: mold, damp patches.
Bathroom
- Toilet: flushes properly, seat intact, no cracks.
- Bath/shower: clean, no cracks or damage, taps functional, water pressure adequate.
- Sink: drains clear, taps functional, no leaks underneath.
- Mirrors/cabinets: intact, functional.
- Flooring: tiles secure, no damage, no water pooling.
- Walls/ceiling: mold, damp, peeling paint.
- Extractor fan functional.
- Light switches/sockets safe.
Shared Areas (if HMO/flat share)
- Living room furniture condition.
- Washing machine/tumble dryer functional.
- Communal heating/hot water system (thermostat accessible).
- Flooring condition.
Outdoor (if applicable)
- Garden fence/wall intact.
- Patio/decking condition.
- Bins present and functional.
- Drain covers secure.
Photograph and video documentation
Photo checklist:
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Take photos of every room, including:
- Wide-angle shot of entire room.
- Close-ups of any damage, stains, or marks (get the damage in frame with a recognizable object for scale, e.g., your hand, a coin).
- Paint condition, carpet/flooring condition.
- Appliances (oven interior, fridge, cooktop).
- Windows, locks, seals.
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Take photos of shared/common areas (kitchen, bathroom, hallway, living room).
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Video walk-through: Record a 2–3 minute video of your voice narrating as you move through the property. Say the date, address, and describe any damage as you see it. This proves the condition on move-in day.
Storage: Upload all photos and video to cloud storage (Google Photos, OneDrive, Dropbox) immediately. Keep originals on your phone. This creates a time-stamped, backed-up record.
Utility meter readings
On move-in day, take photos and note readings for:
- Electricity meter (electric units, kWh)
- Gas meter (cubic meters or units)
- Water meter (cubic meters)
Example log:
Move-in: September 1, 2025
Electricity: 12,345 kWh (photo taken)
Gas: 5,432 m³ (photo taken)
Water: 1,200 m³ (photo taken)
Landlord initiated readings: [Landlord signature or email confirmation]Email this to the landlord/agent and keep a copy. This protects you against false claims that you’ve racked up excessive utilities.
Reporting pre-existing damage
Within 7 days, submit a written damage report to the landlord/agent. Include:
- Date and address.
- List of pre-existing damage (as detailed as possible).
- Attached photos.
- Your signature and date.
Example email:
Dear [Landlord/Agent],
I've completed the move-in inspection at [address] on [date].
Attached is my condition report with photographs.
Pre-existing damage noted:
- Scuff mark on living room wall (approx. 10cm), top-left corner
- Stain on bedroom carpet, underside of window (approx. 5cm diameter)
- Loose tile in bathroom, floor near toilet
I'm happy to discuss any of these items. Please confirm receipt.
Best,
[Your name]Why this matters: If the landlord doesn’t dispute your report within 7 days (or doesn’t respond), these items are legally considered pre-existing. You can’t be charged for them at checkout.
Inventory and condition report forms
Request an official inventory form from the landlord/agent before move-in. Many use standardized forms (e.g., National Inventory Database). This is a formal multi-page document listing every item in the property and its condition.
If the landlord doesn’t provide one, create your own using a template (free templates available from Shelter or UKCISA). Key sections:
- Room-by-room inventory of items (bed, sofa, table, etc.).
- Condition of each item (good, fair, poor).
- Pre-existing damage or wear.
- Meter readings.
- Your signature, landlord signature (or email confirmation).
Receiving your keys and official handover
Before accepting the keys:
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Confirm the landlord/agent has:
- Provided the prescribed information (deposit protection details, leaflet, scheme contact).
- Confirmed which deposit protection scheme is being used.
- Issued you a receipt for all payments (holding deposit, tenancy deposit, advance rent).
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Test the keys in all locks (front door, back door, flat door, bedroom doors, windows).
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Confirm utilities are in your name (or clarify if landlord handles them).
Utilities setup: electricity, gas, water, internet
Electricity and gas:
- Contact the current supplier (landlord will provide details) to transfer the account to your name.
- Provide your meter readings from move-in day.
- Request a final bill under the landlord’s name and an opening bill under yours.
Water:
- Usually landlord-managed (no supplier transfer needed).
- Confirm you’re not liable for water rates (often included in tenancy).
Internet:
- If not included in rent, arrange installation (typically 2–5 business days lead time).
- Popular providers: Plusnet, TalkTalk, Virgin Media, Hyperoptic (depends on area).
Council tax:
- Full-time students claim exemption (see “Council Tax Exemption” article).
- Even if exempt, contact the council within 2 weeks with proof of enrollment.
Smoke and CO alarms: landlord responsibility
Landlords must provide:
- Smoke alarms: At least one per floor, tested annually.
- Carbon monoxide (CO) alarms: At least one if the property has a gas boiler or stove.
On move-in, test all alarms. Press the test button; alarm should sound. If any fail:
- Report to landlord immediately in writing.
- Landlord must fix within 24 hours (safety risk).
- Document with photos.
Non-functional alarms are a breach of safety regulations. If landlord doesn’t fix promptly, report to local council.
Furniture and appliances: what’s included?
Create a list of items present:
- Bed frames, mattresses, pillows.
- Sofas, chairs, tables.
- Kitchen appliances (oven, hob, fridge, microwave, dishwasher).
- Washing machine/tumble dryer.
- Curtains, blinds.
- Other fixtures.
For each item, note:
- Condition (good, fair, worn).
- Functional or not.
- Any visible damage.
This prevents disputes over missing items at checkout. If the landlord claims a chair was present and you’re liable for it, your move-in photos prove otherwise.
After move-in: ongoing documentation
Keep all receipts and records:
- Tenancy agreement.
- Prescribed information (deposit protection certificate).
- Photos and video from move-in.
- Damage reports.
- Meter readings (move-in and monthly).
- Repair request emails and responses.
- Utility bills.
- Council tax exemption certificate (if applicable).
Monthly checklist:
- Check for new damage or issues.
- Take meter readings (note any unusual spikes).
- Report repairs promptly (email for paper trail).
Sources
- Shelter: Move-in checklist and inventory guidance.
- UKCISA: Documentation for deposit disputes.
- The Deposit Protection Service, DPS, MyDeposits: Prescribed information and move-in procedures.
- GOV.UK: Landlord responsibilities for alarms and safety.
- Citizens Advice: Utilities setup and bill transfers.
Last updated: 2025-09.