Check-In

Check-In (also called Check-In Report or Schedule of Condition) is the formal process at tenancy start documenting the property's condition through detailed written descriptions and photographs, plus recording meter readings and handing over keys. A thorough check-in is essential for deposit dispute resolution, with deposit protection schemes frequently finding against landlords who lack adequate photographic evidence of the original property condition.

What Happens at Check-In

1. Property inspection: Detailed examination of every room
2. Documentation: Written report with photographs
3. Meter readings: Gas, electricity, and water recorded
4. Key handover: All keys given to tenant, numbers recorded
5. Signatures: Both parties sign to agree condition

Check-In Report Contents

A comprehensive check-in report includes:

• Room-by-room condition descriptions
• Photographs of all areas
• Inventory of contents (if furnished)
• Existing damage or wear noted
• Cleanliness standards recorded
• Meter readings
• Key and fob numbers

Why Check-In Matters

For deposit protection:

• Provides evidence for end-of-tenancy claims
• Essential for ADR deposit disputes
• Without it, deductions are hard to justify

For both parties:

• Creates clear expectations
• Prevents disputes about pre-existing issues
• Documents starting condition fairly

Best Practice

• Conduct check-in on or just before tenancy start date
• Both parties present (or tenant reviews promptly)
• Professional photography (dated)
• Tenant given copy within 7 days
• Tenant can add comments within reasonable timeframe

For Letting Agents

Check-in services should:

• Be thorough and unbiased
• Use standardised reporting formats
• Include high-quality photographs
• Allow tenant opportunity to add comments
• Be stored securely for tenancy duration