House Share Inventory and Condition Record

Who this is for

What was in the house, and what state it was in. Record each room's contents and condition on the day you move in and again on the day you leave, with a photo reference for each item and every housemate's signature.

Students and sharers moving into a house or flat on a joint tenancy, who want their own record to set beside the landlord's or agent's inventory.

What this helps you track

• Every item in each room, and in the shared kitchen, bathroom and lounge
• The condition of each item on the day you moved in
• The condition of the same item on the day you moved out
• Which photo shows each item, so the evidence can be found
• That every housemate has seen and signed the record

How to use it

1. Fill in the address, the landlord or agent, the housemates and the move-in date before you unpack.
2. Walk the house room by room, listing each item, the quantity and its condition, and take a photo of anything marked or worn.
3. Write the photo file name or number against the item so it can be matched later.
4. Ask every housemate to check the record and sign the move-in column on paper, or keep the online version, which saves in your own browser.
5. On moving out, go round again, fill in the move-out condition and have everyone sign out.
6. Keep a copy with your tenancy papers until the deposit has been returned.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Does this replace the landlord's inventory?

No. It is your own record to compare with theirs. If the two differ, raise it with the landlord or agent in writing soon after moving in, and keep a copy of what you sent.

How detailed should the condition notes be?

Specific enough that someone else could find the mark: where it is, how big and what it looks like. 'Scuff on door, 5 cm, below handle' is more use than 'fair'.

What about damage that happens mid-tenancy?

Note it in the notes column with the date and who reported it. That keeps a record of when it happened, which matters when deductions are split between housemates.

Where should the photos be kept?

Somewhere every housemate can reach, such as a shared folder, with the date in the file name. The photo ref column links each item on the sheet to its picture.