Frequently Asked Questions
Everything you need to know about property inventories, our services, and how we work — answered clearly and honestly.
General
A property inventory is a detailed, independent record of the condition and contents of a rental property. It is prepared at the start of a tenancy and typically includes written descriptions of every room, fixture, fitting, and furnishing, accompanied by high-resolution photographs. The inventory serves as the agreed baseline against which the property's condition is compared at the end of the tenancy. It is an essential document for resolving deposit disputes fairly, as it provides objective evidence of the property's state before the tenant moved in. Without a professionally prepared inventory, it can be extremely difficult for either party to prove whether damage occurred during the tenancy or was pre-existing.
A professional inventory protects both landlords and tenants. For landlords, it provides the evidence needed to make a legitimate claim against the deposit if a tenant causes damage beyond fair wear and tear. For tenants, it ensures they are not held responsible for pre-existing issues that were present before they moved in. Deposit protection schemes such as the DPS, TDS, and mydeposits all recommend professional inventories, and adjudicators give significant weight to independent, photographic evidence when resolving disputes. In short, a good inventory saves time, prevents disagreements, and protects everyone involved in the tenancy.
All Probitus reports are delivered digitally, typically as a PDF document sent directly to your email address within 36 hours of the inspection. Each report includes written condition notes, high-resolution photographs, and a clear, structured layout that is easy to read and reference. Our reports are formatted to meet the requirements of all major deposit protection schemes. If you are a letting agent, we can also deliver reports via your preferred property management platform or portal. Hard copies can be arranged on request.
In most cases, we can arrange an appointment within 48 hours of your enquiry, subject to availability. We understand that tenancy schedules can change at short notice, and we do our best to accommodate urgent requests wherever possible. We operate six days a week with no extra charges for weekdays, so you are never penalised for needing a last-minute booking. Simply call us on 020 3633 5045 or submit a quote request online, and we will confirm your appointment promptly.
Probitus Inventory Services covers a wide area across London and the Home Counties. Our regular coverage includes London (all boroughs), Milton Keynes, Bedford, Northampton, Watford, Hertfordshire, Oxfordshire, and Harrow. If your property falls outside these areas, please get in touch — we are often able to accommodate requests in neighbouring regions. We are always expanding our coverage to meet client demand, and we are happy to discuss your requirements regardless of location.
Yes, absolutely. Our reports are fully accepted by all three government-approved deposit protection schemes in England and Wales: the Deposit Protection Service (DPS), the Tenancy Deposit Scheme (TDS), and mydeposits. Our membership and consistent reporting methodology mean that our reports carry significant weight in any adjudication process. Adjudicators look for independent, impartial, and photographic evidence when resolving disputes, and our reports are specifically designed to meet those standards.
For Landlords
Yes, we strongly recommend it. Even the most respectful tenants can cause unintentional damage, and without an independent inventory, it is very difficult to prove the property's condition at the start of the tenancy. Furthermore, if a dispute does arise and you do not have a professionally prepared inventory, deposit adjudicators are unlikely to rule in your favour. An inventory is a small investment that provides significant protection — think of it as an insurance policy for your property. It also demonstrates to your tenants that you take the tenancy seriously and that both parties' interests are protected from day one.
If damage is identified during the check-out inspection that was not present at check-in, it will be clearly documented in the check-out report with photographic evidence and written notes. You can then use this report to support a claim against the tenant's deposit through the relevant deposit protection scheme. The adjudicator will compare the check-in and check-out reports to determine whether the damage goes beyond fair wear and tear. Having a professional, independent report significantly strengthens your position. We are happy to provide guidance on the claims process, although we do not act as advocates for either party.
Whilst there is no legal requirement to use a professional inventory service, a self-prepared inventory carries significantly less weight in a deposit dispute. Adjudicators place far greater value on reports produced by an independent, qualified third party because they are seen as impartial and unbiased. A landlord-prepared inventory may be viewed as one-sided, particularly if it lacks photographic evidence or consistent methodology. Professional inventories from an experienced provider like Probitus are recognised as reliable, thorough, and compliant with industry standards — giving you the strongest possible position if a dispute arises.
We recommend a full inventory update at the start of each new tenancy, as the condition of the property may have changed since the previous report. If you have a long-standing tenant, it is good practice to arrange a periodic inspection or interim check every 12 months to record any changes. This is particularly important for furnished properties where wear to furnishings and appliances accumulates over time. Regular updates ensure your records remain current and provide ongoing protection throughout the tenancy.
For Tenants
During a check-in, you will have the opportunity to review the inventory report alongside the clerk. Take your time to read through the document carefully and ensure you agree with the descriptions and photographs. If you notice anything that has not been recorded — such as a mark on a wall, a stain on a carpet, or a scratch on a worktop — raise it immediately so that it can be added to the report. You should also test that all appliances, taps, and light fittings are working and note any issues. Signing the check-in report confirms that you agree with its contents, so it is important to be thorough before you sign.
Yes, you can. If you disagree with any aspect of the check-out report, you have the right to raise your concerns. In the first instance, you should contact the landlord or letting agent to discuss the points of disagreement. If the matter cannot be resolved directly, either party can refer the dispute to the relevant deposit protection scheme for independent adjudication. The adjudicator will review the check-in report, check-out report, and any supporting evidence from both sides before making a decision. We encourage tenants to keep their own dated photographs throughout the tenancy as additional supporting evidence.
Fair wear and tear refers to the natural deterioration of a property and its contents that occurs through normal, everyday use over time. Examples include minor scuff marks on walls, slight fading of carpets in high-traffic areas, and small marks on kitchen worktops from regular use. Fair wear and tear is not the same as damage, which is caused by negligence, misuse, or accident — such as a hole in a wall, a burn on a carpet, or a broken appliance. Adjudicators consider the age, quality, and expected lifespan of items when assessing wear and tear. A professional inventory helps to establish the baseline condition so that fair wear and tear can be clearly distinguished from actual damage.
The cost of the inventory is usually the responsibility of the landlord or letting agent, not the tenant. However, practices can vary depending on your tenancy agreement, so it is worth checking your contract. As a tenant, you benefit directly from having a professional inventory in place — it protects you from unfair deposit deductions by providing an agreed record of the property's condition when you moved in. If you are unsure about who is responsible for the cost, speak with your landlord or letting agent for clarification.
For Letting Agents
Yes, we regularly work with letting agents who need a reliable, consistent inventory service across their entire portfolio. Whether you manage ten properties or several hundred, we have the capacity and the team to deliver. We can set up a streamlined process that integrates with your tenancy schedule, so appointments are booked, reports are delivered, and your administrative burden is minimised. We also offer competitive volume pricing for agents who instruct us on a regular basis. Contact us to discuss a tailored arrangement that works for your agency.
All reports are delivered within 36 hours of the inspection — guaranteed. In many cases, reports are completed and sent on the same day. We understand that letting agents work to tight tenancy schedules and that delays in reporting can hold up check-ins, check-outs, and deposit returns. Our commitment to 36-hour delivery means you always have the documentation you need when you need it. If you have a particularly urgent requirement, call us directly and we will do our best to accommodate your timescale.
Yes, we can provide reports branded with your agency's logo and details, so the documentation is consistent with your company's professional image. White-label reports are available at no additional cost for agents with an ongoing service arrangement. Simply provide us with your branding guidelines and logo, and we will ensure every report is formatted to your specifications. This is a popular option with agencies who want to maintain a seamless client experience from instruction to completion.
Setting up an ongoing arrangement with Probitus is straightforward. Simply contact us by phone on 020 3633 5045 or by email at inventory@probitusgroup.com to discuss your requirements. We will agree on volume pricing, preferred reporting formats, and a booking process that suits your workflow. Many of our agency clients book directly through a dedicated contact, and we can adapt to whichever system works best for your team. There are no long-term contracts or tie-in periods — we earn your business through the quality and reliability of our service.