Property Inspection Reports: A Landlord's Practical Guide | LegalDocuments.co.uk

Overview

A property inspection report is a written document that sets out the condition of a rental property at a particular point in time. Most landlords are familiar with the inventory and schedule of condition prepared at the start of a tenancy, but inspection reports can also be used mid-tenancy and at check-out to track how the property is holding up.

A thorough report typically describes every room, lists fixtures and fittings, notes the condition of decoration, and flags any existing damage or wear. Photographs and, increasingly, short video clips are attached to support the written descriptions. The report is usually signed or acknowledged by the tenant so that both parties have a shared starting point.

While there's no statutory requirement to produce one, the Tenant Fees Act 2019 and the deposit protection rules mean that landlords who want to make deductions at the end of a tenancy need evidence to support their claim. An inspection report is often the cornerstone of that evidence, particularly where the parties disagree about whether damage is pre-existing or new.

Key steps

1. Decide on the scope and timing. Work out whether you need a check-in report, a mid-tenancy inspection, a check-out report or all three. Each has a different focus. A check-in report is the most detailed and sets the baseline. Mid-tenancy visits are shorter and often focus on maintenance and compliance with tenancy terms. Check-out reports compare the current state to the baseline.
2. Give proper notice to the tenant. Tenants are entitled to quiet enjoyment of their home, and landlords should give at least 24 hours' written notice before inspecting an occupied property, with visits arranged at reasonable times. Turning up unannounced can breach the tenancy agreement and, in some cases, amount to harassment. A polite message explaining the purpose of the visit usually gets a better response.
3. Work through the property room by room. Move methodically through each space, recording the condition of walls, ceilings, flooring, windows, doors, fixtures and any furnishings provided. Check that smoke alarms, carbon monoxide detectors and safety equipment are in place and functioning. Test switches, sockets and taps, and note the reading on utility meters where relevant.
4. Capture photographs and clear descriptions. Written notes alone rarely win disputes. Take date-stamped photographs of every room and close-ups of any existing marks, scuffs or damage. Describe what you see in plain language rather than using vague terms like "reasonable condition". The more specific the record, the harder it is to challenge later if a deposit deduction is proposed.
5. Share the report and keep a signed copy. Send the completed report to the tenant promptly and invite them to comment, amend or sign within a set window, often seven days. Keep the final version safe alongside the tenancy agreement, deposit protection certificate and gas safety records. If a dispute later goes to a deposit scheme adjudicator, these documents will be the first things they ask to see.

Common questions