Why inventory reports are your #1 defence in deposit disputes

When it comes to deposit disputes in the private rental sector, one thing matters above all else: evidence. 

And not just any evidence: time-stamped, detailed, and fair documentation that shows exactly what condition a property was in at the start and end of a tenancy. 

That’s where inventory reports come into their own. Whether you’re a letting agent, landlord, or property manager, a robust inventory report isn’t just helpful, it’s your strongest legal protection. 

Here’s why your inventory report matters so much, what makes it bulletproof, and what can make it fall apart in front of a deposit adjudicator. 

In a dispute, adjudicators from deposit schemes like TDS don’t rely on hearsay, opinion or memory. They look at: 

• Inventory reports 

• Check-in and check-out reports 

• Photographic or video evidence 

• Signed tenant agreements 

If you want to make deductions for damage, cleaning, missing items or excessive wear and tear, you must prove that the property was in a different (better) condition at the start of the tenancy. 

That’s where your inventory report becomes your case file, timeline, and insurance policy rolled into one. 

To stand up to scrutiny, an inventory report must include: 

• Time-stamped photos 
  Clear, dated photographs are essential—especially for high-value items, fixtures, and any pre-existing damage. Use a tool like Inventory Hive that automatically time-stamps and embeds them directly in the report. 

• Detailed written descriptions 
  Stick to facts and specifics. Avoid vague terms like “good condition.” Say “light scuff marks on right-hand side of wall, no holes or discolouration” instead. Specificity wins disputes. 

• Tenant sign-off 
  Without tenant confirmation, your report is open to challenge. Make sure tenants: 

  • Receive the report promptly 

  • Have a chance to review and comment 

  • Sign digitally or in writing to confirm agreement 

• Consistent structure from check-in to check-out 
  Use the same room order and format in every report. This makes it easy to compare and track changes objectively. 

• Clarity over responsibilities 
  Clearly identify which items or areas are the landlord’s responsibility, what tenants are expected to maintain, and any shared/common elements. 

Even with good intentions, an inventory report can be weakened or dismissed if it includes these issues: 

• No tenant signature 
  Without tenant confirmation, the report becomes one-sided. That makes it hard to prove the tenant was ever aware of the original condition. 

• Poor-quality or missing photos 
  Blurry photos—or none at all—significantly weaken your evidence. If you’re claiming for damage, but didn’t document the original condition, it’s your word against theirs. 

• Vague descriptions 
  Descriptions like “OK condition” or “clean” don’t hold up if you’re claiming deductions for deep cleaning or repair. Be descriptive and precise. 

• Lack of mid-tenancy evidence 
  Especially for longer tenancies, a mid-term inspection adds credibility. It shows the property was monitored and can help establish when damage occurred. 

• Outdated or disorganised formats 
  Reports stored as spreadsheets, PDFs or random photos on a phone can be difficult to search, validate, or present in a dispute. A structured digital format is far more robust. 

Put simply: if it’s not documented and dated clearly and correctly, it didn’t happen. 

Inventory Hive is built to help letting agents, landlords and property managers create reports that are watertight from the first check-in. The platform includes useful prompts to ensure no critical details are missed, with structured, searchable access that’s easy to share with tenants, ready for their digital signature. 

Learn more at Inventory Hive. Start your 30-day trial (no card details required)