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How to make a Property inspection report

Use a property inspection report to record meter readings, appliance tests and the condition of the property when a tenant (known as a ‘contract holder in Wales) moves out. For the avoidance of doubt, references to ‘tenants’ also apply to ‘contract holders’ unless otherwise specified.

Use this property inspection report:

  • when you have let out a residential property (flat, house or room in a shared property)

  • for furnished or unfurnished properties

  • when the tenant moves out, to record:

    • meter readings

    • to test alarms

    • to test appliances

    • where relevant, the condition of the property and the items within the property (when the property has up to 2 reception rooms, 4 bedrooms and 2 bathrooms)

  • for properties in England, Wales or Scotland

This property inspection report covers:

  • details of the check-out inspection (including who it was carried out by)

  • a list of common meters found in a property and their readings at the end of the tenancy

  • a list of common alarms found in a property, where they are located and if they are functioning

  • a list of common appliances found in a property, appliance details and if they are functioning

  • where relevant, a list of the common furnishings and fittings found in a property and their conditions at the end of a tenancy

  • where relevant, the condition of carpets, walls and doors at the end of a tenancy

A property inspection report is a check-out report carried out after a tenant moves out. When a tenant leaves a property, it is used to record meter readings, test the alarms in the property and test the appliances in the property. It can also be used to record the condition of the property and any items in the property.

A check-out inspection is an inspection and assessment of the property at the end of a tenancy. It can be carried out by the landlord, the landlord’s agent or a third party (eg an inventory clerk). All tenants moving out of the property should be present during the inspection. If any tenants are unable to attend, they should appoint an agent (eg a family member or close friend) to attend the inspection (and sign the report) on their behalf.

A property inspection report should be used to record meter readings and test if the alarms and appliances in a property function correctly when a tenant moved out. A property inspection report can also act as a check-out inventory, for you to record the condition of the property and the items within it. 

Doing this can help prevent disputes at a later time (eg about the condition of items).

An Inventory only sets out the condition of the property and the items within the property. A property inspection report sets out meter readings, alarm testing and appliance testing, and can also act as a check-out inventory.

Where an inventory was completed when the tenant moved in, and this original inventory will be updated with the condition of the property on move-out, the updated inventory should be attached to the property inspection report. This allows all check-out information to be located in the same place.

Where the original inventory isn’t being updated, this property inspection report includes a check-out inventory which should be compared to the original inventory.

The property inspection report should include a list of: 

  • the types of meters found at the property

  • the types of alarms found at the property

  • the types of appliances found at the property

It may also include a list of rooms being inspected and the items found in them.

Depending on the property in question, more information (eg appliances) may need to be manually added.

For meters, you should record the meter reading when the tenant moves out. This helps have a record of the final meter reading before the property is empty or new tenants moved in. You should also record the meter’s serial number, where the meter is located and who the utility provider is.

For alarms, you should record where the alarm is located, where a manual for the alarm was present and whether the alarm was tested for power and is working.

For appliances, you should record the make, model and serial number of each appliance. You should also record whether a manual for each appliance is present and if all appliances have been tested for power and are working.

If the property inspection report is also recording the condition of the property and the items in the property, you should provide a clear description of the property and/or items. Be specific and detailed when completing the description of items (eg walls are clean and painted, the patio is weed-free).

You may wish to include photographs as part of your property inspection report.

Each tenant moving out of the property (or their agent) must sign and date the property inspection report as being correct.

The landlord (or their agent) should also sign and date the property inspection report.

Any photographs should also be signed and dated.

Ask a lawyer for:

  • a commercial property

  • if the property inspection report includes an inventory and the property that has more than 4 bedrooms, 2 bathrooms and/or 2 reception rooms

Other names for Property inspection report

Check out report, Check out inventory, Rental inspection report, Tenancy check out report, Tenancy inspection report, Rental inspection report.