Why do landlord inventory templates matter for insurance claims?

You’ve protected your rental property with landlord insurance, but if something went wrong tomorrow, would your claim hold up? Many landlords choose not to document the property’s condition clearly and thoroughly before tenants move in. Without a landlord inventory template, proving damage or loss can be difficult and your claim could be delayed, disputed or even rejected.

Why do landlord inventory templates matter for insurance claims? In this guide, we’ll not only explain why they’re important, but how to put one together and what to include. We’ll also show you how it can help you avoid disputes, speed up the claims process and keep your property protected.

A landlord inventory is a detailed record of your rental property’s contents and their condition at the start of a tenancy. This forms part of the check-in process and should be reviewed again at the end of a tenancy to spot any changes.

While it’s often used in deposit disputes, a good inventory plays a much bigger role. It provides vital evidence in a landlord insurance claim, especially after damage, theft or unexpected loss. Without it, there’s no clear benchmark for what was there or what’s changed.

When you make a landlord insurance claim, your insurer will want to understand what’s been lost or damaged. This is much easier to prove if you have a detailed inventory from the start of the tenancy.

Without that record, insurers are left to assess claims based on limited or conflicting evidence. That can lead to delays, disputes, or a reduced payout, especially if it’s unclear whether the damage was pre-existing, accidental or caused by tenants. In some cases, claims might be rejected if there’s no proof of the original condition. A clear, dated inventory can:

• Provide a benchmark for assessing damage or loss

• Help distinguish between wear and tear vs damage

• Support your version of events in the event of a claim

• Strengthen your case in tenant deposit disputes

• Reduce back-and-forth with tenants or insurers

Inventories are especially useful after tenant damage, fire, flooding or theft. They give insurers the evidence they need to process your claim quickly and accurately. And because both you and your tenant agree to the inventory at the start, it helps avoid disagreements later on.

Use photos, videos and timestamps to build a stronger case

Visual evidence can speed up insurance claims and reduce the risk of disputes. Photos and videos add weight to your inventory. They show exactly what your property looked like at the start of a tenancy, which will help insurers see the difference between existing wear and tear and new damage.

Make sure your images are clear, dated and stored securely. Use digital tools or inventory apps that add timestamps automatically. A short video walk-through can also be useful, especially for furnished lets.

Don’t skip the tenant sign-off

A signed inventory adds legal weight by confirming both you and your tenant agree on the condition of the property at check-in.

This can prevent disputes later and support your case in insurance claims or deposit disagreements. Digital signatures are also widely accepted and easy to capture using apps or PDF tools.

A strong landlord inventory template gives you a clear, consistent way to document your property. It should break things down room by room, listing what’s there and the condition of each item. This should include:

•  Property address and inventory date

• A checklist for each room

• Notes on the condition of items, including any marks or wear

• Photos or videos as supporting evidence

• Signatures from both landlord and tenant

• A section to update condition at check-out

For furnished rentals, make sure you’re especially detailed about soft furnishings, décor and appliances. For unfurnished properties, focus on fixtures, fittings and structural features.

Keep both a digital and printed copy, stored securely. A consistent template helps ensure nothing’s missed and that you have a reliable record to refer back to.

Wear and tear versus damage – what’s fair to claim for?

Wear and tear refers to the natural, gradual deterioration that happens with everyday use, like faded paint, light scuffs on flooring or loose handles. These are all considered normal and not something you can typically claim for. 

Damage, however, is the result of accidents, negligence or misuse. This includes burns, stains, broken fittings or smashed appliances. A well-documented inventory helps you show the difference and supports a fair insurance claim when damage goes beyond what could be considered reasonable wear.

There’s no legal requirement to create a landlord inventory, but it’s strongly recommended. Inventories are widely used across the rental sector as a way to protect both parties and avoid disputes.

They’re particularly useful when it comes to tenancy deposit schemes. If there’s a disagreement at the end of a tenancy, a clear inventory can support your case and help resolve the issue fairly.

Creating an inventory doesn’t need to be complicated. Many landlords use simple Word or Excel templates, while others prefer inventory apps that allow you to add photos, notes and digital signatures in one place.

Apps like InventoryBase or Imfuna can make it easier to stay organised, especially if you manage multiple properties. Whichever method you choose, make sure your inventory is clear, easy to update, and securely stored.

A clear, up-to-date inventory is one of the best ways to protect your rental property. By taking the time to document your property now, you can save time, stress and uncertainty later. Whether you’re new to letting or managing multiple properties, it’s a step worth taking.

And if you have to make a claim, you’ll want to be protected by a provider that fully understands you and your property. With Everywhen, you’ll build a policy that suits your needs. Get in touch today to get started or for expert advice.

There is no legal obligation to create a landlord inventory, but inventories are recommended as evidence in deposit disputes and insurance claims. They’re widely seen as best practice by letting agents and legal experts.

You can write your own inventory, but using a professional inventory clerk can add extra legal weight and objectivity, especially for furnished or high-value properties.

Digital is usually the best inventory format because it is easier to store, update and share, especially with photos or videos. However, it’s wise to keep a signed paper copy for your records and the tenant’s.

At a minimum, you should update your inventory at the start and end of each tenancy. You should also revise it after any major changes or annual inspections.

You could struggle to prove what the property looked like or what was there without an inventory, which can lead to delays or rejected claims. Without evidence, it often comes down to your word against the tenant’s.

Protecting your investment with comprehensive landlord insurance from Everywhen can safeguard your property against a host of unforeseen events, providing peace of mind and financial security.

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Consistent with our policy when giving comment and advice on a non-specific basis, we cannot assume legal responsibility for the accuracy of any particular statement. In the case of specific problems we recommend that professional advice be sought.