How to Take Proper Inventory Evidence: Photos, Videos & Checklists

Evidence wins deposit disputes. According to TDS adjudication statistics, the party with the better evidence wins in the vast majority of cases. Whether you are moving in or moving out, here is exactly what you need to document and how to do it properly.

Moving In: Your Most Important Day

The inventory at the start of your tenancy is your baseline. Everything will be compared against it. Shelter England recommends photographing every room from multiple angles, close-ups of any existing damage (scratches, stains, marks), all appliances and their condition, the garden and any outdoor areas, and meter readings. Make sure every photo has a visible timestamp. Send copies to your landlord by email on move-in day so there is a dated record they cannot dispute later. This is especially important when challenging cleaning charges, where move-in photos carry significant weight.

During the Tenancy

If anything breaks or deteriorates through normal use, photograph it and report it to your landlord in writing. Under Section 11 of the Landlord and Tenant Act 1985, your landlord is responsible for structural and exterior repairs, heating, hot water, and sanitation. Keeping a written record of reported issues protects you if the landlord later tries to blame you for deterioration they failed to fix.

Moving Out: Build Your Defence

Before handing back the keys, conduct a thorough walkthrough. Citizens Advice recommends: photographing every room from the same angles as your move-in photos, taking close-ups of any areas you think the landlord might dispute, recording a video walkthrough with narration, keeping receipts for any cleaning or repairs you have done, and saving all communication with the landlord.

What Makes Evidence Strong?

Adjudicators at all three deposit schemes look for: dated photographs (metadata is checked), a signed inventory or check-in report, correspondence showing issues were reported, receipts for cleaning or repair work, and a clear timeline. The DPS Learning Centre specifically states that undated photographs carry significantly less weight than timestamped ones. Good evidence is key to proving fair wear and tear and succeeding at adjudication.

Common Evidence Mistakes

According to MyDeposits guidance, the most common reasons tenants lose cases they should win are: no move-in photos to compare against, photographs without dates or context, failing to report damage during the tenancy, and verbal agreements not confirmed in writing. Avoid these mistakes and you dramatically improve your chances.