Move-In / Move-Out Checklist (UK)

A Move-In / Move-Out Checklist (also known as a property inventory or schedule of condition) is a detailed written record of the state and condition of a rental property at the commencement and conclusion of a tenancy in United Kingdom. In the United Kingdom, this document plays a critical role in the private rented sector, serving as the primary evidence base for resolving disputes over tenancy deposit deductions at the end of a tenancy.

When a landlord takes a tenancy deposit, they are required by law to protect it in one of the three government-approved deposit protection schemes: the Deposit Protection Service (DPS), MyDeposits, or the Tenancy Deposit Scheme (TDS). Under section 213 of the Housing Act 2004 and the Tenant Fees Act 2019, if a dispute arises about deductions from the deposit at the end of the tenancy, the case is referred to the relevant scheme's Alternative Dispute Resolution (ADR) service. The ADR adjudicator will base their decision primarily on documentary evidence — and a detailed, signed Move-In / Move-Out Checklist is the single most important piece of evidence available.

Without a thorough inventory and schedule of condition signed by both parties at the start of the tenancy, a landlord will find it extremely difficult to prove that any damage or deterioration in the property was caused by the tenant rather than pre-existing at the start of the tenancy. Equally, a tenant who has not signed an inventory has no written record to demonstrate that they left the property in the same condition as they found it. The absence of a signed inventory therefore creates significant risk for both parties.

A Move-In / Move-Out Checklist typically covers every room in the property, including the hallway, living room, kitchen, bedrooms, bathrooms, and any outbuildings or gardens. For each room, it records the condition of the walls, ceiling, floor, windows, doors, fixtures, and fittings. It also records the condition of all white goods, furniture, and appliances included in the let. Supporting photographs are strongly recommended and should be taken at both move-in and move-out, with timestamps.

The checklist should be completed jointly by the landlord (or their agent) and the tenant at the start of the tenancy, before the tenant's belongings are brought in. Both parties should sign and date the document to confirm that the recorded conditions are accurate. At the end of the tenancy, the same process is repeated, and any changes in condition are noted. The comparison between the two signed documents forms the evidential basis for any legitimate deposit deductions.

Under the Deregulation Act 2015, landlords are required to have complied with all prescribed requirements before they can serve a valid section 21 possession notice. Whilst the move-in checklist is not itself a prescribed document, its absence significantly weakens a landlord's ability to make deposit deductions, which in turn can affect the commercial relationship and dispute resolution outcomes at the end of the tenancy.

The Renters' Rights Act 2025 has further reinforced the importance of transparency in the landlord-tenant relationship. Landlords who fail to maintain proper records of property condition risk not only adverse ADR decisions but also reputational harm on the new Landlord and Property Portal. A well-drafted Move-In / Move-Out Checklist is therefore an essential risk-management tool for any responsible UK landlord.

A Move-In / Move-Out Checklist should be completed at the start of every residential tenancy in England, Wales, Scotland, and Northern Ireland, regardless of the length or value of the tenancy. It is particularly important in the following circumstances:

When a tenancy deposit is taken: Under the Tenant Fees Act 2019, the tenancy deposit is capped at five weeks' rent (annual rent under £50,000) or six weeks' rent (annual rent £50,000 or more). If a dispute arises at the end of the tenancy, the deposit protection scheme's ADR service will require evidence of the property's condition at both move-in and move-out before authorising any deduction. A signed checklist is essential.

When the property is furnished: Furnished lets involve a significantly higher inventory risk, as furniture, white goods, and appliances are all subject to fair wear and tear assessments. A detailed record of the condition of every item at the start of the tenancy is vital.

When the property is newly renovated or newly decorated: In these circumstances, it is especially important to record the condition of walls, floors, and fittings at the start of the tenancy, as any damage will be more visible and potentially more expensive to repair.

When there are multiple tenants: In houses of multiple occupation (HMOs) and shared houses, a checklist covering all communal areas as well as individual rooms helps to allocate responsibility for damage at the end of the tenancy.

At the end of the tenancy (move-out): A separate move-out inspection should be conducted when the tenant returns the keys, ideally with the tenant present. Any differences from the move-in checklist should be noted, photographed, and signed by both parties.

For letting agents: Professional letting agents are expected by their membership bodies (ARLA Propertymark, RICS, NAEA) to maintain detailed inventories for all properties they manage. Failure to do so may constitute a breach of professional standards.

For landlords using a deposit replacement scheme: Even where a landlord uses a deposit replacement scheme instead of a traditional cash deposit, a detailed inventory remains essential evidence for any end-of-tenancy claims under the scheme's terms.

A thorough Move-In / Move-Out Checklist for UK properties should include the following key elements:

1. Property details: Full address of the rental property, including postcode, and the date(s) of the inspection.

2. Parties: Full names of the landlord (or managing agent) and all tenants.

3. Tenancy details: Start date of the tenancy, deposit amount, and the name of the deposit protection scheme.

4. Room-by-room condition record: Each room should be listed separately, with entries for walls (condition and colour), ceiling (condition), floor/carpet (condition and colour), windows (condition of frames, glass, and locks), doors (condition of door, frame, and handles), and light fittings.

5. Kitchen appliances and fittings: Condition of oven, hob, extractor fan, fridge/freezer, dishwasher, washing machine, and any other appliances. Cleanliness of each item should be noted.

6. Furniture and furnishings: Where the property is furnished, each item of furniture should be listed with its condition, including upholstery, structure, and any marks or damage.

7. Meter readings: Gas and electricity meter readings (and serial numbers) at move-in and move-out. Water meter reading if applicable.

8. Keys: Number and type of keys issued at move-in, to be checked at move-out.

9. Cleanliness: Overall cleanliness of the property at move-in and move-out, noting any areas that require cleaning.

10. Photographs: A reference to the photographic schedule (ideally timestamped digital photographs) taken at move-in and move-out.

11. Signatures: Signatures of both the landlord/agent and the tenant(s), with date, confirming the accuracy of the record.

12. Move-out comparison: Space to record the condition at move-out alongside the move-in condition, with notes on any changes, fair wear and tear assessments, and proposed deposit deductions.

Additional compliance elements for a Move-In / Move-Out Checklist (UK) used in United Kingdom include: Under the Landlord and Tenant Act 1985 and Housing Act 1988, disputes may be referred to the First-tier Tribunal (Property Chamber). Section 11 of the Landlord and Tenant Act 1985 sets repair obligations. The Land Registry maintains title records under the Land Registration Act 2002. Section 2 of the Law of Property (Miscellaneous Provisions) Act 1989 governs contracts for the sale of land. The Tenant Fees Act 2019 restricts permitted payments. Forms-legal.com provides this template as a starting point for United Kingdom-compliant documentation.