What Inventory Clerks Look For During Checkout
When your tenancy ends, a professional inventory clerk walks through the property with a clipboard, camera, and the original check-in report. Their job is to document every difference between the condition at check-in and check-out — and their report determines whether you get your deposit back. Here's exactly what they're looking for, room by room.
5
room categories assessed
40+
individual items checked
100+
photos in a typical report
#1
cleaning is the top dispute area
The fundamental principle: the check-in report defines the standard. Inventory clerks don't judge your property against some abstract ideal — they compare the check-out condition against the check-in condition, allowing for fair wear and tear based on the length and type of tenancy. If the property was "domestically clean" at check-in, that's the bar. If it was "professionally cleaned," the bar is higher. Know your check-in standard before the checkout happens.
Room-by-Room: What Gets Checked and Photographed
Every room is assessed systematically. Items marked PHOTOGRAPHED are captured with close-up evidence. Items marked COMMON FAIL are the areas that most frequently trigger deposit deductions.
For what we clean in each room, see our cleaning standards or full checklist.
🍳
Kitchen
🚿
Bathroom(s)
🛏️
Bedrooms
🛋️
Living Areas
🚪
Hallway & Entrance
🍳 Kitchen
68%
Most commonly failed room
Oven interior, door glass, racks & trays
Clerk opens the oven, pulls out racks, and photographs the interior. Any grease, carbon, or residue is noted with a close-up photo. Door glass is checked between panels where accessible.
Extractor fan & filter
Filter is inspected for grease build-up. The fan housing and grille are checked. This is one of the most commonly photographed items in the entire checkout.
Behind & on top of freestanding appliances
Clerks will check behind the fridge and cooker — even if they can't move them, they'll look and photograph what's visible. Tops of wall-mounted cabinets are checked for dust and grease.
Hob, burner caps & drip trays
All surfaces checked for grease residue. Gas burner caps are inspected individually. Ceramic hobs are checked for marks and staining.
Show all 8 items
How Inventory Clerks Use Photography
A checkout report for a standard 2-bed flat typically contains 100-200 photographs. Understanding what's photographed and why helps you prepare — and know what to photograph yourself as counter-evidence.
Overview shots
Every room photographed from the doorway and from opposite corners. Shows the general state of the room.
Establishes context — shows the room as a whole before close-up evidence
Close-up defects
Any issue gets a close-up photo: limescale on taps, grease in ovens, mould on seals, marks on walls.
This is the evidence that drives deposit deductions. A close-up of limescale on a tap is hard to argue with.
Date & time stamps
All photos are date and time stamped — either by camera metadata or stamped on the image itself.
Proves the photos were taken at the specific checkout date, not before or after.
Comparison shots
Checkout photos are presented alongside check-in photos of the same area. Side-by-side comparison shows deterioration.
Makes it easy for adjudicators to see the difference between check-in and check-out condition.
Meter readings
Gas, electric, and water meters are photographed with current readings.
Records utility status at the point of handover — not a cleaning issue but part of the checkout.
Fair Wear and Tear: What Clerks Allow For
Professional inventory clerks are trained on fair wear and tear principles from the TDS and DPS. They consider the length of the tenancy, the number of occupants, and the property type.
For more context, see what landlords can legally deduct.
Fair Wear & Tear — Allowed
Scuff marks on hallway walls from normal use
The more bedrooms and occupants, the more wear is expected in communal areas. Families with children generate more scuffs than a single person.
Faded curtains or carpet from sunlight
Sunlight damage over time is fair wear and tear — tenants can't control it and it's the 'ordinary operation of natural forces.'
Minor carpet wear in high-traffic areas
Carpet in a hallway will show wear after 2-3 years. The longer the tenancy, the more wear is expected.
Small nail holes from hanging pictures
A reasonable number of picture hooks is generally considered normal use, though this can depend on the tenancy agreement.
Not Wear & Tear — Tenant's Responsibility
Mould in bathroom grout and seals
Mould is not wear and tear — it's caused by lack of ventilation or cleaning. Tenants are expected to manage mould by using extractor fans and wiping surfaces. Exception: if there's no window AND no extractor fan, a mould claim would likely fail.
Grease build-up in the oven and extractor
Cooking grease is not wear and tear. It's the result of use without cleaning. Clerks will always flag oven and extractor grease.
Limescale on bathroom fixtures
Limescale builds up from lack of regular cleaning. It's the tenant's responsibility to manage during the tenancy. However, if limescale has etched into the surface permanently, the clerk should note it as damage rather than a cleaning issue.
Burns, stains, or tears in carpets
Burns and stains from spills are damage, not wear. Carpet tears from pets or furniture dragging are also damage. The tenant is responsible for the cost of repair or replacement (minus depreciation).
How Checkout Reports Drive Deposit Disputes
The checkout report isn't just a formality — it's the document that determines who pays for what. Whether the dispute goes to DPS, TDS, or mydeposits, the adjudicator relies on this report.
The checkout report is the landlord's primary evidence
In any deposit dispute, the adjudicator relies heavily on the checkout report. If the report says the oven was greasy and includes a photo — that's strong evidence for a cleaning deduction. If the report says the property was clean — the landlord has no case.
Adjudicators compare check-in against check-out
The check-in report sets the standard. If the property was described as "domestically clean" at check-in, the landlord can't demand "professionally clean" at check-out. Clerks understand this — and good ones will note the check-in standard in their report.
Independent reports carry more weight
Reports from independent inventory companies like No Letting Go and Inventory Base carry more weight in disputes than reports written by the landlord or letting agent themselves. Independence means credibility — the clerk has no financial interest in the outcome.
Descriptions must be specific to hold up
Adjudicators dismiss vague descriptions. "Not clean" on an oven means very little. "Small crumbs to base, slight grease marks to back of oven" is specific and defensible. Professional clerks are trained to write descriptions that will survive adjudication — which is why landlords use them.
How to Prepare for the Checkout Inspection
Now you know what clerks look for — here's how to make sure your property passes. Items marked ESSENTIAL are the non-negotiables.
Get a professional end of tenancy clean
A professional end of tenancy clean covers every area that inventory clerks assess — ovens, extractor fans, behind appliances, window tracks, bathroom fixtures, cupboard interiors. Our teams are trained on checkout assessment criteria from companies like No Letting Go and Inventory Base. See our cleaning standards for exactly what we cover.
Review your check-in report before the checkout
The check-in report is the baseline. Read it before the checkout so you know what standard you're being measured against. If the check-in says the oven was "clean with some residue to base" — that's the standard you need to match, not better.
Photograph everything yourself — before the clerk arrives
Take your own date-stamped photos of every room, every surface, and every area the clerk will check. Open the oven. Get behind the fridge if you can. Photograph window tracks, bathroom taps, skirting boards. If the clerk notes something you disagree with, your photos are counter-evidence. See our cleaning checklist for exactly what to photograph.
Schedule the clean 1-3 days before the checkout
Don't clean the day of checkout — it's too tight. Our 72-hour reclean guarantee means if the checkout flags issues, we can return and fix them within the guarantee window. But only if there's time between the clean and the inspection.
Defrost the freezer 24 hours before
A frozen freezer can't be fully assessed — and standing water is a cleanliness issue. Defrost at least 24 hours before. Wipe out all water, clean the interior, and leave the door open so the clerk can inspect it.
Remove all personal belongings completely
The clerk needs to see every surface and inside every cupboard. Belongings left behind will be noted in the report and can generate removal charges on top of any cleaning costs.
Major Inventory Companies in the UK
These are the two largest professional inventory companies operating nationally. Your letting agent likely uses one of them — or an independent clerk affiliated with their networks.
Letting Agent Checkout Guides
Different agents have different emphasis areas. If you know which agent manages your property, see our specific guide for their checkout process:
A note on mould in bathrooms
Mould in bathrooms is one of the most disputed items at checkout. Inventory clerks will note it — but here's the nuance: if the bathroom has no window and no extractor fan, a claim for mould damage would likely fail at adjudication because the tenant had no reasonable way to ventilate. If there's a window or fan and the tenant didn't use them, that's the tenant's responsibility. Clerks note this distinction in their reports because they know adjudicators will ask about ventilation.
Related Guides
Clean to the standard they'll assess
Our cleaning teams are trained on inventory clerk assessment criteria. Every clean is designed around what gets checked, photographed, and flagged.
Deni is a seasoned professional with over 10 years of experience in content marketing and vast knowledge in the cleaning business. He specializes in creating engaging content that drives growth and builds brand identity. Passionate about innovation, Deni believes in delivering value through impactful messaging and providing value to readers in a concise and comprehensive manner.
View all posts by Deni Ivanov →