Landlord Inspection Report Template UK: Check-In, Periodic, and Check-Out
Direct answer: A landlord inspection report is a dated record of a rental property's state at one point in time. It lists the property and tenant, each room's state, meter readings, keys, alarm tests, dated photos, and signatures from both sides. It is not the same as an inventory. An inventory is the start benchmark. An inspection report checks that benchmark during the tenancy, or at check-out.
A landlord inspection report template UK landlords and letting agents can copy straight into their next visit. It covers check-in, periodic, and check-out inspections in one template, so you do not need three different forms. It also covers notice and access, damp and mould, safety records, follow-up actions, and how the report is used if a deposit is disputed. The template is free on this page and as a printable PDF below. No download gate is needed to use the in-page template.
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Copy this landlord inspection report template.
Use the same structure on every visit. The same order, the same columns, the same fields. That sameness is what makes a later comparison possible.
Header—fill this in first.
Property address and postcode. Landlord or letting agent name. Tenant name or names. Inspection date and time. Inspection type: check-in, periodic, or check-out. Inspection number, for example, 1st, 2nd, or 3rd periodic visit. Inspector's name. Date and method of notice given. Previous inspection date. Deposit scheme name and reference, if a deposit was taken. Tenant present: yes or no.
Condition table — one row per item
| Room / Item | Condition at check-in | Condition now | Cleanliness | Photo ref | Notes / Action |
|---|---|---|---|---|---|
| Kitchen — oven and hob | Good, clean, all rings working | Good, light grease on hob, rings working | Clean | K-04 | Tenant to clean hob; no repair needed |
| EXAMPLE ONLY — Living room — carpet | Good, no marks noted | Small dark mark by sofa, about 15 cm | Clean except mark noted | L-02 | Compare with check-in photo at check-out; do not decide a deduction in this report |
| Bathroom — shower seal | Good, no mould noted | Black spotting on seal, small area | Needs cleaning | B-01 | Clean and re-check at next visit |
Write what you actually see, in plain words. Keep condition and cleanliness as two separate columns. A room can be in good condition but dirty, or clean but damaged.
Meters, keys, alarms and certificates
Gas meter reading and serial number. Electricity meter reading, day and night if that applies, and serial number. Water meter reading, if one is fitted. Keys, fobs and remotes: how many were handed over, and how many were returned. Smoke alarm on each storey, tested. Carbon monoxide alarm in each room with a fixed combustion appliance, tested. Then list the safety records you checked, with their dates: gas safety record, Electrical Installation Condition Report (EICR), and Energy Performance Certificate (EPC). List the record and its date only. Do not test gas appliances or electrics yourself.
Damp, mould, safety and occupation observations
For damp and mould, record where it is, how big it is, a photo taken before anyone cleans it, and what you will do next. Note ventilation: extractor fans working or blocked, trickle vents open or shut, and whether heating works in that room. Do not guess the cause. For occupation, record only what the tenancy needs: number of occupants against any licensing limit, pets as agreed or not agreed, and alterations made without consent.
Follow-up actions, comments and sign-off
Every finding that needs work gets what needs doing, who is responsible, how urgent it is, and a target completion date, plus a re-check date where needed. Send the tenant a written summary after the visit. If the tenant wants to add comments, keep the original report unchanged and record their comments separately, with the date they were given. Landlord or agent and tenant sign and date the report, if the tenant is present.
Periodic, check-in and check-out — which record do you need?
| Record | When | What it does |
|---|---|---|
| Check-in inventory and schedule of condition | As close as possible to the tenant taking possession | Sets the start benchmark, with dated photos |
| Periodic inspection report | During the tenancy, often every 3 to 6 months | Checks against check-in, catches repairs early |
| Check-out report | At or just after the tenant moves out | Compares end state against check-in, allowing for fair wear and tear |
Use the template above for all three. Only the inspection type and the comparison column change.
How to run the visit, step by step
- Agree the visit. Give written notice, at a reasonable time, stating date, time window and purpose. Invite the tenant to be present. Giving notice does not, by itself, authorise you to enter.
- Bring the last records. Check-in inventory, last inspection report, and repairs reported since the last visit.
- Walk in the same order every time. Photograph each room from the same positions as check-in, plus close-ups of anything new.
- Record what you see, not what you guess. Note tenant comments separately, in neutral words. Act on urgent or unsafe issues the same day.
- Summarise before you leave, send a written summary after, and follow up and re-check. Government damp guidance, as summarised by ProSurvey, says to inspect at least six weeks after remedial damp work.
Room-by-room landlord house inspection checklist
Entrance and stairs: door, locks, smoke alarm, handrail, lighting, escape route clear. Living rooms: walls, windows, flooring, sockets, radiators, furniture labels. Kitchen: cooker, hob, extractor, sink, appliances, pests, mould, heat alarm. Bathrooms: extractor, sealant, leaks, WC, shower, tiles, ventilation. Bedrooms: windows and escape, mould, condensation, heating, carbon monoxide alarm where needed. Exterior and garden: roof from ground, gutters, walls, paths, fences, bins, sheds. HMO and communal: fire doors self-close, shared rooms checked room by room, occupation against licensing limits.
Related internal guides: rental property maintenance checklist and free property management software in the UK.
Damp, mould and ventilation—look, record, do not diagnose
Look for visible mould, damp staining, peeling wallpaper, defective plaster, condensation, and musty smells, then look outside for causes: blocked gutters, broken window seals, cracked render, missing roof finishes, and a bridged damp-proof course. Record room, wall, position and approximate area, and photograph mould before it is removed. It is not reasonable to blame damp on how a tenant lives. Tackle the cause, not just the surface, and re-inspect at least six weeks after remedial work. If the cause is not clear, arrange a qualified damp investigation as a separate record.
Notice, access, and tenant rights—what the law says in England and what to check elsewhere
The rules here are for England, unless a nation is named. Scotland, Wales, and Northern Ireland have their own tenancy law, so check local guidance if your property is there. In England, give at least 24 hours' written notice and visit at a reasonable time of day. Section 11(6) of the Landlord and Tenant Act 1985 implies a term that the landlord, or someone they authorize in writing, may enter to view the condition at reasonable times of the day on giving 24 hours' notice in writing. GOV.UK guidance on making repairs says the same in plain terms, with immediate access possible only in emergencies. If the tenant refuses access or is absent, record the notice, the refusal or absence, and what you did next. Do not force entry. From 1 May 2026, Section 21 was abolished in England under the Renters' Rights Act 2025, and Form 3A (Section 8) became the possession notice for assured tenancies—take professional advice on current grounds before serving any notice. This article is general guidance, not legal advice.
Safety records to check on every visit (not to test yourself)
| Item | What to check in England | How often |
|---|---|---|
| Smoke alarms | At least one on each storey with living accommodation, checked working on day one of a new tenancy | Every visit |
| Carbon monoxide alarms | In every room with a fixed combustion appliance, except gas cookers | Every visit |
| Gas safety | Gas Safe registered engineer checks each appliance and flue; tenant copies within 28 days | Annual |
| Electrical safety (EICR) | Qualified person inspects and tests; remedial work within 28 days or sooner if the report says | At least every 5 years |
| EPC | EPC in date, copy given as rules require | Valid 10 years — re-check current rules at publish |
After the visit—follow-up, tenant copy, and re-check
A report with no follow-up is a dead document. Serious safety issues are actioned the same day. Other repairs get a priority and target date, and the tenant is told what will happen and when. When work is done, check it. Update the next report with whether each previous action was completed, and keep every report, photo, and contractor invoice together by property.
How the report helps (and does not help) a deposit dispute
Deposit scheme adjudicators—DPS, TDS, and mydeposits—decide from documents, photographs, and communications. A strong report starts from a signed check-in, uses dated photos attached to items, separates condition from cleanliness, keeps the original intact, and explains fair wear and tear in plain terms. Fair wear and tear is normal aging from normal use. A burnt mark, broken door, or missing appliance is different. A report records facts. It does not decide deductions. No outcome is guaranteed. Related reading: zero deposit scheme.
Paper template or inspection app—when to switch
A paper template is fine for one property, used occasionally. It breaks down across a portfolio when photos, signatures, and filing scatter. An inspection app attaches each photo to the exact item, timestamps the report, collects signatures on site, and produces a PDF you can send straight away. Proptino Manager's inspections app is a free inspections app inside Proptino Manager: property inspections, check-in, check-out, inventory, and building inspections. The tenant digitally signs the report, and you can print or email the PDF within seconds. That sits inside the same £9.99 per user per month plan—full access, no hidden fees, free demo—that already holds properties, tenants, rent, certificates, and contractors. See also the best property inspection app and best property management software for landlords.
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Mistakes that weaken a report
- Vague words with no detail, size or location.
- No photos, or photos with no item reference.
- No meter readings or key count.
- Tenant never signs, or never receives a copy.
- Original overwritten after tenant comments.
- Check-out written from scratch instead of compared against check-in.
- Deductions decided in the report, instead of separately after the tenant can respond.
- Guessed causes — record what you saw, arrange the right investigation.
- Missing rooms — garden, communal areas or a second bathroom with no baseline.
Conclusion
A good landlord inspection report is not a long form. It is the same template, used the same way, on every visit — check-in, periodic and check-out — with dated photos, meter readings, keys and alarm tests, a clear follow-up owner and target date for every action, and a signed copy sent to the tenant promptly. That one habit is what turns a routine visit into evidence you can rely on: it catches damp, safety and maintenance problems early, it keeps the check-in benchmark intact, and it makes any later deposit comparison fair and easy to follow.
Start with the free template in this guide, and use the same room order every time. If you are still filing paper reports, photos and signatures separately, try building one real report in the Proptino Manager inspections app and judge it on whether the check-out comparison is actually easier. For the work that follows an inspection, see the rental property maintenance checklist, and for the wider software picture, free property management software in the UK. If a tenancy uses no cash deposit, the zero deposit scheme guide explains that route.
Next step: download the PDF template below, use it on your next inspection, and send the signed report and written summary to your tenant the same day.
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FAQs
What should a landlord inspection report include?
Property and tenant details, inspection date and type, previous inspection date, room-by-room condition and cleanliness, meter readings, keys, alarm tests, damp and safety observations, dated photos with item references, follow-up actions with owner and target date, tenant comments, and signatures and dates.
Is an inspection report a legal requirement in the UK?
There is no general legal requirement to have one, but without one it is very hard to prove condition at the start of a tenancy if you need to claim from the deposit. Check current GOV.UK guidance for your nation.
What is the difference between an inventory, a periodic inspection and a check-out report?
An inventory is the start benchmark. A periodic inspection checks during the tenancy against that benchmark. A check-out report compares the end state against the start, allowing for fair wear and tear. A property inspection report can also record meters, alarms and appliances.
How much notice do I need to give for an inspection?
In England, at least 24 hours' written notice, at a reasonable time, stating purpose and inviting the tenant. Notice alone does not authorise entry. Check your tenancy agreement and GOV.UK guidance for your nation and tenancy type.
How often should a landlord inspect?
There is no set legal frequency in England. Follow the tenancy agreement. Many landlords visit every three to six months, with extra visits after a problem or repair.
What if the tenant refuses access?
Record the notice, refusal or absence, and what you did next. Agree another time if you can. Do not force entry. Take advice before any further step, especially for safety, licensing or possession issues.
How do inspection reports help with deposit disputes?
Adjudicators decide from the signed check-in record, check-out comparison, dated photos and communications. A signed, dated, photographed report sent promptly is far stronger than recollection. No outcome is guaranteed.
Can I do an inspection report on my phone?
Yes. Proptino Manager's inspections app runs on Android, captures photos item by item, collects the tenant's digital signature, and produces a PDF in seconds. No verified iOS listing was found, so no iPhone claim is made here.
What photos should I take?
Every room in order, from the same positions as check-in, plus every damaged or marked item, all meter readings, keys, alarms, and any damp or mould before cleaning. Attach each photo to its item, with date and reference.
What should I do about damp and mould?
Photograph and measure it before cleaning, record room, wall and area, check ventilation and heating, tackle the cause, and re-inspect at least six weeks after remedial work. If the cause is not clear, arrange a qualified damp investigation.