Check-Out Inventory Report

Overview

A check-out inventory report is prepared at the END of a tenancy, comparing the property's condition against the original check-in inventory report (or schedule of condition). Its main purpose is to support — or defend against — any proposed deduction from the tenant's deposit, and it is the single most important document in a tenancy deposit dispute. How this links to the deposit protection scheme: under the Housing Act 2004, a deposit taken for an assured shorthold tenancy must be protected in a government-approved scheme (TDS, DPS or mydeposits). If the landlord and tenant cannot agree how much of the deposit should be returned, either party can refer the dispute to the scheme's free alternative dispute resolution (ADR) service rather than going to court. Scheme adjudicators are not able to visit the property — they decide based entirely on the paperwork submitted: the check-in report, the check-out report, dated photographs, receipts for repairs or cleaning, and correspondence between the parties. A check-out report that does not directly and specifically compare against the check-in report (rather than simply describing the property's condition in isolation) is far less persuasive to an adjudicator. Fair wear and tear: adjudicators will not allow a deduction for FAIR WEAR AND TEAR — the ordinary and expected deterioration of a property and its contents from normal, reasonable use over the length of the tenancy (for example, some fading of paint, or gradual wear on a well-used carpet). A report should distinguish clearly between genuine damage (caused by negligence, misuse or deliberate action) and fair wear and tear, and should factor in how long the tenant occupied the property, since wear and tear expectations scale with tenancy length. What a good check-out report covers: the same room-by-room structure as the check-in report, with each item cross-referenced and compared explicitly (e.g. 'carpet in living room: check-in — new, no marks; check-out — large stain to left of sofa, not present at check-in'); meter readings at the end of the tenancy; return of keys and fobs; cleanliness compared against the check-in standard; and, wherever possible, dated photographs mirroring the same angles used at check-in. Costing any deduction: where damage beyond fair wear and tear is identified, any proposed deduction should be evidenced by an actual quote, invoice, or receipt for repair, cleaning or replacement — not an arbitrary figure. Adjudicators also apply an allowance for the age and expected remaining life of an item (for example, a five-year-old carpet with a ten-year expected life cannot be charged at full replacement cost). When to use: at the end of every assured shorthold tenancy where a deposit was taken, ideally carried out jointly with the tenant or with the tenant given a fair opportunity to attend or review. Common pitfalls: describing the property's end condition without comparing it explicitly against the check-in report; claiming for fair wear and tear; and proposing deductions with no supporting quote or invoice. This template is a drafting aid only; using the same inventory clerk (or at least the same report structure) as at check-in is strongly recommended.