Personal Property Inventory List: What Tenants and Landlords Should Track

Answer

A personal property inventory list is a detailed record of belongings inside a rental unit or home — typically created at move-in and updated at move-out. The list documents items, their condition, make/model, serial numbers (if available), and photos or video timestamps. Landlords and tenants use inventories to prevent deposit disputes, support insurance claims, and speed up turnover by providing a clear baseline for what stays with the unit and what the tenant brought in.

What to include in an effective inventory list:

• Room-by-room breakdown — list every room (kitchen, living room, bedrooms, bathrooms, garage) and the items in each.
• Item details — describe each item (e.g., “sofa — brown leather, 3-seat, small tear on left arm”), note brand/model/serial where possible.
• Condition notes — use simple condition codes (new/good/fair/poor) and call out existing damage: scratches, stains, broken bulbs.
• Photographic evidence — attach dated photos or a short video walkthrough showing items and problem areas; include timestamps or file names.
• Keys, remotes & access devices — count keys, fobs, garage openers and list codes or serials if present.
• Appliances and mechanicals — document working condition of HVAC, water heater, stove, refrigerator and note manufacturer/serial numbers where visible.

Best practices for landlords and tenants:

• Create the inventory on move-in and sign it jointly. Both parties should keep copies.
• Use clear dates and names on the document; keep digital copies in email or a shared folder.
• Update the list if significant items are added or removed during the tenancy.
• Store receipts for expensive items and keep appliance manuals with the inventory when possible.
• For furnished rentals, consider a professional or appraiser for high-value items; insurers may require formal documentation for claims.

Having a thorough inventory reduces disputes and clarifies responsibilities at lease end. While a good inventory is not a substitute for legal advice, it’s advisable to consult a licensed attorney or local tenant/landlord agency if you face a disagreement over damages, missing property, or security deposit deductions.