What Is a Property Inventory Clerk and Why Do Landlords Need One?
Not sure what a property inventory clerk does? Learn about their role in rental property management, why their reports matter, and how they protect landlords and tenants.
Introduction
If you’ve ever rented or let out a property in the UK, you’ve probably heard the term “property inventory clerk.” But what exactly does a property inventory clerk do—and why are they so important in the rental process?
In this guide, we’ll break down their role, responsibilities, and why hiring one can save landlords and tenants from costly disputes.
What Is a Property Inventory Clerk?
A property inventory clerk is a professional who specialises in documenting the condition and contents of a rental property. Their primary job is to create a detailed inventory report before a tenant moves in and to re-check it when they leave.
These reports form the backbone of tenancy agreements and are often used as evidence in disputes about damage or deposit deductions.
Key Responsibilities of a Property Inventory Clerk
1. Compiling the Inventory Report
- Listing all fixtures, fittings, and furnishings
- Recording the condition of walls, floors, doors, and appliances
- Taking photographs (and sometimes videos) for evidence
2. Carrying Out Check-Ins
- Meeting tenants at the start of the tenancy
- Walking through the property with them
- Having both parties sign off the report to confirm accuracy
3. Conducting Check-Outs
- Inspecting the property at the end of the tenancy
- Comparing the current state against the original report
- Highlighting any damage beyond fair wear and tear
4. Providing Independent Evidence
- Offering unbiased documentation
- Helping landlords and tenants avoid deposit disputes
- Supporting claims if disputes go to the Tenancy Deposit Scheme (TDS)
Why Are Property Inventory Clerks Important?
Protection for Landlords – Without a proper inventory, it’s almost impossible to prove damage in deposit disputes.
Fairness for Tenants – Tenants are protected from being charged for damage they didn’t cause.
Neutral and Professional – Clerks act as impartial third parties, unlike landlords or agents who may appear biased.
Legal Backing – Courts and tenancy deposit schemes give more weight to professional, independent reports.
How Much Does It Cost to Hire a Property Inventory Clerk?
Prices depend on property size and location, but landlords can expect to pay:
- £70–£90 for a small flat
- £100–£150+ for larger houses
It’s a modest cost compared to the potential loss of a deposit dispute.
DIY vs. Professional Clerk – Which Is Better?
- DIY Reports: Cheap but often lack detail, neutrality, or proper photos.
- Professional Clerk Reports: Recognised, detailed, and impartial—far more reliable in disputes.
For landlords with multiple properties, professional clerks also save significant time and stress.
Conclusion
A property inventory clerk plays a vital role in the rental process by ensuring accurate, unbiased records of a property’s condition. Their work protects landlords’ investments, safeguards tenants’ deposits, and helps avoid disputes.