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64% of landlord-tenant disputes stem from "pre-existing damage" claims. Most happen because 87% of landlords skip proper move-in checks.
A tenant left a Leeds rental. The landlord claimed £1,800: carpet stains, wall holes, a broken cabinet, a scratched worktop. The tenant said it was all there before.
The tribunal ruled for the tenant. Why? No move-in report. No photos. No proof. The landlord lost £1,800 by skipping a 45-minute inspection.
Why Inspections Matter
There is no law forcing landlords to do inventories. But they are strongly advised. They help you:
- Win deposit disputes with photos
- Spot small problems before they grow
- Show you maintain the property
- Protect your deposit claim status
- Cut insurance claims by catching issues early
Key point: Your property is worth £180,000. Spending 45 minutes every 3 months to check it is not a waste. It is risk control.
Move-In Inspection (Your Legal Shield)
When: Before the tenant moves in. Best with tenant present.
What You Need:
- Phone camera
- Printed checklist
- Tape measure
- Notepad
What to Check (Take Photos of Everything):
Living Room/Bedrooms:
- [ ] Walls from all angles
- [ ] Any marks, stains, or holes
- [ ] Carpets/floors (note stains, worn areas)
- [ ] Lights, switches, sockets (test and photo)
- [ ] Windows (open and close each)
- [ ] Radiators (test)
- [ ] Curtains/blinds
Kitchen:
- [ ] All appliances (oven, hob, fridge, washer)
- [ ] Test each appliance
- [ ] Worktops (note scratches, chips, burns)
- [ ] Inside cupboards
- [ ] Taps (test)
- [ ] Under sink for leaks
- [ ] Floor
Bathroom:
- [ ] Toilet
- [ ] Bath/shower (note limescale, sealant)
- [ ] Shower pressure
- [ ] Tiles and grouting
- [ ] Under sink for leaks
- [ ] Extractor fan (test)
- [ ] Floor
Outside:
- [ ] Front door and locks
- [ ] Garden (note current state)
- [ ] Driveway
- [ ] Fences and gates
- [ ] Shed or garage (if any)
Meters and Systems:
- [ ] Read and photo all meters (gas, electric, water)
- [ ] Test boiler, photo service sticker
- [ ] Test smoke alarms, note battery date
- [ ] Test carbon monoxide alarms
- [ ] Photo fuse box
Time: 45-90 minutes
Photos: 60-100
Cost: £0
Value: Saves £500-£2,000 in disputes
Note: Good tenants respect thorough landlords. Problem tenants resist checks - that is a red flag.
Regular Checks (Catch Problems Early)
How Often: Every 3-6 months. More often for new tenants.
Why:
- Find issues before they get costly
- Check tenant is caring for the property
- Spot extra people, pets, or subletting
- Test smoke alarms
- Build rapport with your tenant
Notice: Give at least 24 hours' written notice. Visit at a fair time.
What to Check:
General:
- [ ] Is it reasonably clean?
- [ ] Any signs of damage not reported?
- [ ] Any odd smells (damp, pet, smoke)?
- [ ] Signs of too many people?
Repairs:
- [ ] Damp on walls or ceilings?
- [ ] Do windows close and lock?
- [ ] Dripping taps?
- [ ] Toilet filling well?
- [ ] Heating working?
Safety:
- [ ] Smoke alarm batteries OK?
- [ ] Carbon monoxide alarm working?
- [ ] Fire exits clear?
- [ ] Electrical hazards?
Record:
- Take 10-20 photos
- Write down any repairs agreed
- Email tenant a summary within 24 hours
- File reports in date order
Why it matters: If a tenant claims you did not maintain the property, your records prove you did.
Move-Out Inspection (Protect Your Deposit)
When: Within 24 hours of tenant leaving. Before keys returned if possible.
Why:
- Record the property's state at end of tenancy
- Spot real damage vs fair wear and tear
- Work out valid deposit deductions
- Create proof for any disputes
Fair Wear and Tear:
Normal (Cannot Deduct):
- Light scuffs on walls from furniture
- Minor carpet wear in busy areas
- Slight fading of white goods
- Small marks to be painted over later
- Worn carpets after 5+ years
Real Damage (Can Deduct):
- Large holes in walls
- Carpet stains (wine, food, pet)
- Broken items (cabinet doors, toilet seats, lights)
- Burns on worktops or carpets
- Missing items (bulbs, batteries)
- Heavy dirt needing deep clean
Key Rule: You cannot charge for new items to replace old. If a carpet had 3 years left, you can only claim for those 3 years, not a new carpet.
Example:
- Carpet cost: £800 new
- Life span: 8 years
- Tenant stayed: 3 years
- Value left: £500
- Tenant stained it beyond repair
- Fair deduction: £500 (not £800)
Two Approaches
Approach A: Casual
- Move-in: Quick look, 5-10 photos, no notes
- Regular: Maybe once a year, skip if tenant "seems fine"
- Move-out: Memory-based claims
Result: Tenant disputes all claims. No proof. Adjudicator sides with tenant. You lose. Stress: 9/10.
Approach B: Documented
- Move-in: Full checklist, 60-100 photos, both sign inventory
- Regular: Every 4 months, 20 photos, email summary
- Move-out: Side-by-side photos, itemised claims
Result: Tenant agrees (strong proof) or loses dispute. You keep valid deductions. Stress: 2/10.
The numbers: Approach A saves 2 hours a year. Approach B costs nothing extra. But A loses £800-£1,500 in disputes. B wins 85-95% of claims.
Case Study: David in Manchester
David let his property to a professional tenant. He did proper inspections:
Move-In (June 2023):
- 87 photos of pristine state
- Tenant signed inventory
- All appliances tested
- One small scuff noted
Regular Checks (Oct 2023, Feb 2024, June 2024):
- Caught a dripping tap early, fixed it
- Built a good rapport with tenant
- Kept records of good property care
Move-Out (September 2024): Side-by-side photos showed:
- Large wine stain on carpet
- Two big holes in bedroom wall
- Broken oven hinge
- Scratched worktop
- Overgrown garden
Claims:
- Carpet clean: £120
- Carpet (2 years of 10-year life): £280
- Wall repairs: £180
- Oven hinge: £85
- Worktop fix: £95
- Garden tidy: £140
- Total: £900 (from £1,200 deposit)
Tenant disputed all. The deposit scheme reviewed:
- Move-in photos showed clean carpet (stain valid)
- Move-in photos showed no holes (damage valid)
- Move-in photos showed oven worked (damage valid)
- Regular checks proved David maintained the property
Result: All claims upheld. Tenant got £300. David got £900.
Without good records, David would have got £0-£200. Stats show: Landlords with photos win 87% of disputes. Those without win just 23%.
David spent 4 hours on inspections over 15 months. He saved £900. That is £225 per hour.
Apps and Services
Inspection Apps (£15-£40/month):
- InventoryBase, Goodlord, Vouch
- Templates and cloud storage
- Useful if you have 5+ properties
But: For 1-3 properties, a phone and free Google Drive work fine.
Inventory Services (£150-£400):
- A third party does the move-in check
- Strong proof in disputes
- Good for high-value homes or tricky tenants
But: For most rentals, your own photos are enough.
The truth: The tool does not matter. The system does. A phone, free storage, 60 minutes, and a checklist beat costly apps used badly.
What Next?
This guide does not cover: what must go in a report for deposit schemes, how to handle tenants who resist checks, or AI tools that write reports from photos.
The question is not whether to inspect. You must. The question is: do you record it well, or do it loosely in ways that fail in disputes?
Deposit disputes favour tenants unless you have strong photo proof. "I'm sure that stain wasn't there" loses to "The tenant says it was." But 87 photos of a clean carpet win every time.
Your inspection routine either protects £500-£2,000 per tenancy, or loses the same when disputes arise.
Expert Advice
Before inspecting or deducting from deposits, check current rules and speak to experts:
- Solicitor (landlord-tenant law) - Check at SRA
- Deposit Protection Scheme - For guidance on deductions
- Inventory service - For high-value or complex lets
- Letting agent - For management and compliance help
Key Resources:
- Landlord Duties - Full guidance
- Deposit Schemes - Official list
- How to Rent Guide - Must give to tenants
- Fair Wear and Tear - What counts as damage
- Access Rules - Notice required
Deposit Schemes: DPS | MyDeposits | TDS
Check Rules: GOV.UK | Legislation.gov.uk
Note: This article is for guidance only. It is not legal advice. Rules on deposits and wear and tear change and vary by case. Every tenancy is different. Get advice from solicitors and deposit schemes before making deductions. The author is not liable for any loss from using this content. Details were correct when published but may change.