Build a clear inventory structure
Organise the record by room and distinguish fixtures, furniture, equipment and access items.
- Item description and quantity.
- Brand, model or serial number where useful.
- Condition and existing wear.
- Included accessories, keys and manuals.
Use proportionate visual evidence
Photographs should help identify condition, not create an unstructured archive.
- Use consistent angles and sufficient detail.
- Date or securely store the capture time.
- Photograph existing damage separately.
- Link images to the relevant room or item.
Keep the record alive during the tenancy
Repairs, replacements and approved changes should update the inventory and maintenance history.
- Record replacement date and reason.
- Keep invoices, warranties and supplier details.
- Document resident-reported damage and diagnosis.
- Update manuals and access information.
Compare condition fairly at departure
Use the original record, interim changes and reasonable wear considerations to assess the final state.
- Repeat the inspection systematically.
- Separate normal wear from damage requiring assessment.
- Record missing items and outstanding maintenance.
- Communicate evidence and next steps clearly.
Inventory and conservation checklist
- The inventory is organised by room.
- Items and quantities are identifiable.
- Condition and existing wear are recorded.
- Visual evidence is dated and linked.
- Keys and access devices are included.
- Replacements and repairs update the record.
- Warranties and invoices are stored.
- Departure comparison uses the complete history.
Questions about this decision
How detailed should an inventory be?
Detailed enough to identify what is included and its condition without becoming impossible to maintain.
Should every minor mark be photographed?
Record material or potentially disputed condition. Consistency and clarity are more useful than excessive repetition.
Who should accept the inventory?
The relevant parties should receive it and have a clear opportunity to review and acknowledge the record.