Inventory and schedule of condition

The short answer

The inventory records every item and the condition of every surface at check-in, with dated photographs and, ideally, meter readings. It is the evidence adjudicators rely on at the end of the tenancy. A weak inventory — a list with no photographs, or photographs with no date — is the most common reason a deposit claim fails.

What the work involves

A room-by-room walkthrough recording fixtures, fittings, appliances, floor coverings, decoration and cleanliness, supported by photographs and signed or acknowledged by the tenant.

Rules and responsibilities in Scotland

Deposit scheme adjudication weighs the evidence supplied. There is no prescribed format, but unsigned or undated records carry much less weight.

What commonly goes wrong

A tick-list saying good throughout, and check-out photographs taken from different angles than check-in so nothing can be compared.

What it usually costs

Indicative ranges only, to help you judge a quote. They are not an estimate for your property — only the business doing the work can give you that.

• An independent inventory clerk costs a fraction of a disputed deposit claim.
• Doing it yourself is free but carries less weight if the tenant disputes the record.
• Digital inventory tools with timestamps make comparison at check-out straightforward.

What to do, in order

1. 1Photograph every room from consistent, repeatable viewpoints.
2. 2Record appliances with make, model and condition.
3. 3Note existing marks and wear honestly — it protects both sides.
4. 4Include meter readings and the number of keys issued.
5. 5Have the tenant acknowledge it in writing within the first week.

Local detail for the Lothians

• Original features in Edinburgh flats — cornices, shutters, sash windows, tiled hearths — should be photographed individually because damage to them is expensive.
• Record the condition of common stair items only insofar as they affect the let; they are not the tenant's responsibility.
• Student lets in the city benefit from a per-room inventory where rooms are let individually.

When you need a professional

An independent inventory clerk provides a neutral record, which carries more weight than the landlord's own document.

Common questions

Is an inventory legally required?

It is not a statutory document, but without one a deposit deduction is very difficult to justify in adjudication.

How detailed should photographs be?

Wide shots of each room plus close-ups of any existing damage, appliances and original features, all dated.

Related pages

• End of tenancy repairs and deposits

  Separating damage from fair wear and tear, and evidencing a deposit deduction properly.

• Compliance checks before reletting

  The certificates, tests and records that must be in place before a new tenancy starts.

• The annual property inspection

  What to look at on a periodic inspection, how to record it, and how to raise issues with tenants.