What does an inventory clerk check at check out? Every room, item by item, against the check-in report. They note cleanliness, condition and damage, take photos and flag differences. This guide covers the room by room checks, how the two reports are compared and what counts as fair wear and tear.
An inventory clerk is an independent person, or an agent's staff member, who records the condition of a property. At the start of a tenancy they produce the check-in report, also called the inventory. At the end they walk through again and produce the check-out report, usually against the same list of rooms and items.
The clerk does not decide on deductions. Their job is to record what they see, with notes and dated photos. The landlord or agent then uses the comparison to decide whether to propose a deduction from the deposit. That is why the check-out report matters, and why it pays to know what goes in it.
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How the check-in and check-out reports are compared
The clerk goes through the check-in report with the property in front of them. For each item, such as the walls in the living room, the oven or the bathroom sealant, they note the condition now beside the condition recorded then. Where there is a difference, they note it and often photograph it.
Only the difference counts. A scuff that was recorded at check-in is not a new problem. A clean oven that is now dirty is. If your check-in report was thin, for example if it simply said "good" for most items, it is harder to show what the starting standard was, which is why keeping your own dated photos from move-in is worth doing.
Clerks do not just look at whether something is clean. They look at how it is described in the check-in report. Words such as clean, professionally cleaned or good order set a standard that the check-out is read against. If the check-in report said the oven was clean and the kitchen was in good order, expect the same to be expected at the end.
If a check-in report overstated the condition, say so as early as you can, in writing, with photos. Reports usually give a short window after move-in to correct mistakes, and an adjudicator will take a clear, dated correction seriously. Silence at the start can make a dispute harder at the end.
Garden, balcony or patio if included, rubbish, bins, outbuildings
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Photos, meter readings and keys
Alongside condition, the clerk records meter readings, the number of keys returned, and the state of alarms and appliances. Photos are taken of any difference and often of general areas too, so expect a lot of images.
Take your own at the same time. Dated photos of each room, inside cupboards and drawers, the oven, the bathroom and the meters are the best evidence you can hold. If a clerk photographs something you disagree with, you have your own record to set beside it.
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Fair wear and tear and what clerks should allow for
Fair wear and tear is the normal deterioration of a home through reasonable use over time. Carpet worn along walkways, faded paint, slightly loose door handles and minor marks where furniture stood are generally wear and tear. They are not a reason for a deduction.
Dirt, damage, stains and missing items are different. A burn mark on a worktop, a hole in a wall, heavy grease or thick limescale is not normal wear. The length of the tenancy matters too: more wear is reasonable after several years than after several months. A deposit adjudicator takes it into account when looking at any dispute.
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How to prepare before the check-out
A little preparation makes the appointment easier, and means you are not surprised by what the report says.
Re-read the check-in report and clean to that standard, not to a general idea of tidy.
Finish the clean the day before so there is time to go back over anything missed.
Empty every room and every cupboard, drawer and wardrobe, and remove all rubbish.
Take dated photos after cleaning, and note the meter readings.
Gather every key, fobs and remotes, and return them as agreed.
Attend the check-out if you can, and ask the clerk to point out anything they note.
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After the report: disagreements and the deposit
If the check-out report lists points you disagree with, reply in writing, say which ones and why, and send your evidence. Do not agree to a deduction until you have seen an itemised breakdown. Your deposit should be protected by DPS, mydeposits or TDS, and each offers free dispute resolution, where an adjudicator looks at the evidence from both sides. See how to get your deposit back in London for the steps.
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Getting the cleaning done to inventory standard
Our end of tenancy cleaning is a fixed-price clean of every room to inventory standard, from £95 for a room in a flatshare to £429 for a 5 bed house. It includes our deposit-back guarantee: if your letting agent or landlord raises a cleaning point in the agreed work, tell us within 72 hours of completion and we come back and re-clean it free. Landlords and agents can also read about our service for landlords and letting agents.
Tell us the property size and move-out date and we'll send a fixed price, usually the same day.
It can be an independent inventory clerk, the letting agent's staff or the landlord. The clerk records the condition of each room against the check-in report, takes photos and notes differences. They record rather than decide on deductions, which the landlord or agent considers afterwards.
02Do I have to be present at the check-out?
Usually it is not compulsory, but it helps. You can see what the clerk notes, point out anything recorded at check-in and raise disagreements on the day. If you cannot attend, take your own dated photos and keep copies of the final report.
03What if I never had a check-in report?
The landlord will find it harder to show the starting condition. Without one, a deduction for dirt or damage is less likely to be upheld by an adjudicator. Your own move-in photos and messages become important, so keep every record you have.
04Is a worn carpet a reason for deduction?
Wear along walkways after normal use is generally fair wear and tear. Stains, burns and damage beyond normal use are different. The age of the carpet and the length of the tenancy are taken into account if the deduction is disputed.
05Can I get a copy of the check-out report?
You should be able to ask your landlord or agent for it, and for any photos they rely on, especially if they propose a deduction. Ask for these in writing and compare each item with the check-in report before you agree to anything.
