Free Word Template · UK

    Free Tenancy Inventory Template

    A clean, room-by-room inventory and schedule of condition template for UK landlords and letting agents. Microsoft Word format. No sign-up, no email gate.

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    TDS-ready structure
    Tenancy Inventory
    & Schedule of Condition
    Property & tenancy details
    8 room sections, ready to fill
    Meter readings table
    Safety & utility locations
    Keys issued
    Signature pages
    Microsoft Word (.docx) · 8 pages · A4

    What's inside the template

    Built around the structure that tenancy deposit scheme adjudicators expect, so your evidence holds up if a deposit dispute ever lands.

    Property & tenancy details

    Address, parties, dates, inventory type.

    Room-by-room schedule of condition

    Hall, living room, kitchen, dining, bedrooms, bathroom, garden — with item, description, condition and photo reference columns.

    Meter readings

    Gas, electric (single rate and Economy 7), and water.

    Safety & utility locations

    Stopcock, fuse box, boiler, thermostat, smoke and CO alarms.

    Keys issued

    Front, back, window, fobs, garage and shed.

    Signature pages

    Side-by-side landlord and tenant sign-off blocks.

    How to use the template

    1. 1

      Download and rename

      Download the .docx file and save a copy named after the property and tenancy start date.

    2. 2

      Walk the property

      Move room by room. For each item, fill in the description, mark a condition (New, Good, Fair, Poor) and add a photo reference (P01, P02…).

    3. 3

      Take photos as you go

      Save numbered photos in a folder alongside the document. The reference numbers tie each row to the evidence — this is what wins disputes.

    4. 4

      Record meter readings & locations

      Capture gas, electric and water readings, and note where the stopcock, fuse box, boiler, smoke and CO alarms are.

    5. 5

      Get it signed

      Both landlord (or agent) and tenant should sign and date the inventory at check-in. Email a signed PDF copy to the tenant for their records.

    6. 6

      Repeat at check-out

      Walk the property again at the end of the tenancy and compare. Anything beyond fair wear and tear becomes the basis of any deposit deduction.

    Word template vs the FreshRent app

    The template is great for one-off tenancies. If you do this regularly, the app pays for itself in the first inspection.

    Word template

    • • Free, no sign-up
    • • Manual typing, manual photo numbering
    • • You write every description by hand
    • • Photos stored separately in a folder
    • • Best for one or two properties a year

    FreshRent app

    Recommended
    • 300+ photos in under 30 minutes
    • AI writes the descriptions for you
    • Defects pinned to photos automatically
    • One-tap PDF, ready to share
    • Free tier — no card required
    Start free
    Want to learn more? See how photo-led inventories work or read the landlord guide.

    Frequently asked questions

    Is this tenancy inventory template free?▾
    Yes. The template is a free download in Microsoft Word (.docx) format. No sign-up, no email gate, no watermark. Use it for as many tenancies as you need.
    Is this template legally valid in the UK?▾
    An inventory is not a legal document in itself, but it is the primary evidence used by tenancy deposit schemes (TDS, DPS, MyDeposits) when adjudicating disputes. Our template follows the structure adjudicators expect: room-by-room schedule of condition, meter readings, key inventory, and signatures from both parties at check-in.
    What should be included in a tenancy inventory?▾
    A complete inventory should cover every room and outdoor space, listing the condition of walls, ceilings, flooring, fixtures, fittings and any furniture provided. It should also record meter readings, the location of the stopcock and consumer unit, smoke and CO alarms, and the keys handed over. Photos of every item are strongly recommended.
    Do I need to have the tenant sign the inventory?▾
    Yes — both the landlord (or agent) and the tenant should sign and date the inventory at check-in. An unsigned inventory still has evidential value, especially when backed by photos, but a signed copy is much harder to challenge.
    How is this template different from using FreshRent?▾
    The Word template is great for occasional use or one-off tenancies. FreshRent is purpose-built for landlords and agents who do this regularly: it captures 300+ photos per property, generates AI descriptions, marks defects, and produces a dispute-ready PDF in under 30 minutes — without the manual typing.
    Can I use this template for an HMO or student let?▾
    Yes. The template is structured around standard rooms but you can duplicate the room sections for additional bedrooms or communal areas. For larger HMOs we recommend FreshRent's app, which handles multi-room properties faster.

    Ready to download?

    Grab the free Word template, or skip the paperwork entirely with FreshRent.

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