Request a bookingServices · London
Check-In Inventory Services
A written and photographic assessment of a property's condition and contents at the moment a tenancy begins: the legal and operational benchmark for everything that follows.
- Tenancy Deposit Scheme compliance
- Insurance validation
- Dispute prevention
Why it matters
The first signal of a well-managed tenancy
A check-in inventory is an evidence-based document designed to establish what was present, and in what condition, when responsibility is transferred from landlord to resident.
It serves legal compliance, insurance validation and dispute prevention at once, and it's the first operational signal to residents that their tenancy will be managed with precision and care.
What we document
Forensic quality, room by room
Professional check-in inventories extend far beyond simple room lists. They are designed to withstand legal scrutiny and provide clarity years after completion.
Structural & decorative
- Paint finish quality, existing marks or repairs
- Settlement cracks and previous picture-hook holes
- Textured finishes and feature walls
Disputes rarely involve deliberate damage. They involve interpretation of normal wear versus actionable deterioration.
Flooring
- Carpet stains, wear patterns and seam quality
- Scratches and chips at thresholds on hard floors
- Grout condition in tiled areas
- Quality of transitions between rooms
Contents & furnishings
- Manufacturer
- Model
- Material specification
- Existing condition
Soft furnishings are documented too: fabric, lining, mechanism and any fading or stains.
Kitchen & appliances
- Serial numbers
- Internal condition of ovens and fridges
- Worktop edges, especially around sinks and hobs
- Cabinet alignment and soft-close function
- Drawer interiors and shelves
Bathrooms
- Sanitaryware chips or cracks
- Sealant around baths and showers
- Grout colour and discolouration
- Shower screens: limescale and seals
- Tile condition
Utilities & safety
- Meter readings, serial numbers visible, time-stamped
- Smoke alarm locations and test results
- Carbon monoxide detectors
- Keys, fobs, access cards and specialist keys
The cost of doing inventories yourself
A £4,000 designer chair
isn’t recorded as “grey chair”.
Self-prepared inventories are more likely to be challenged and less likely to succeed in adjudication. We document manufacturer, model, material and existing condition, so the report still holds up years later.
What we document at check-in
Lounge chairMustard bouclé, swivel base · Good conditionCoffee tableWalnut, organic oval top · Good conditionThree-seat sofaCream bouclé, 4 scatter cushions · Good conditionWall artworkFramed textile panel · RecordedDining chairsOak frame, woven seat · Good conditionThe cost of doing it yourself
Why self-made inventories get challenged
Landlord-prepared inventories are more likely to be challenged and less likely to succeed in adjudication, because they lack the independence that a professional third-party report provides.
- 01
Perceived bias
The issue isn’t necessarily accuracy, it’s perceived bias. Adjudicators question whether existing issues were recorded or the property was shown in its best light. An independent report removes that ambiguity.
- 02
A lengthy process
Documenting a one-bedroom apartment properly takes 1 to 2 hours of systematic photography and an hour of compilation. What takes an inexperienced person 3 hours takes a trained clerk around 90 minutes, with better results.
- 03
Technical knowledge
Our clerks are trained in documentation standards, legal compliance and what adjudicators expect. DIY approaches rely on guesswork, and gaps only show when a dispute arises.
Build to Rent
A bespoke approach for BTR operators
Build to Rent developments operate at scale, with handover schedules that can see 20 or 30 units moving in the same week. That demands coordination with building management and precise scheduling that doesn’t disrupt residents or building operations.
Eight years serving Build to Rent have refined our understanding of these portfolios, so we work within your systems rather than imposing our own processes onto them.
Frequently asked questions
When should the check-in be completed?
On the day your tenants move in, ideally within hours of key handover. This ensures the property condition is documented before any tenant occupation changes occur.
What if the tenant disagrees with the report?
Our process includes tenant consultation during the handover meeting. Any genuine discrepancies are amended immediately, and the final report reflects the agreed condition with tenant signature confirmation.
How long does the check-in process take?
Typically 2 to 3 hours in total: 1 to 2 hours for the property assessment and 1 hour for the tenant handover meeting. We work efficiently to minimise disruption on move-in day.
Is the tenant required to be present?
It is not legally required, but we strongly recommend it. It ensures transparency, allows immediate clarification of any concerns, and strengthens the validity of the documentation.
What happens if damage is discovered during check-in?
It is documented with detailed photographs and descriptions. We distinguish between pre-existing damage and any issues that may have occurred since the inventory was completed.
How long are the reports stored?
All reports are stored securely in the cloud with lifetime access, so you can retrieve your documentation at any time throughout the tenancy and beyond.
Can I amend the check-in report after it is completed?
Minor amendments can be made within 48 hours of delivery, provided the landlord, the tenant and our office agree. Amendments are timestamped and require digital acknowledgment from all parties.
More services
