EN-GB>Residential>Inventory and Schedule of Condition>UK Inventory & Schedule Terms | United Kingdom
Inventory And Schedule Of Condition Terminology In The United Kingdom
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This terminology guide helps landlords, tenants, and agents understand key inspection terms used in rental property reports. It supports clearer documentation and works alongside our AI Generated Inventory and Schedule of Condition for use in the United Kingdom.
Condition Term | Plain English Meaning | Example Inventory Wording | Typical Severity |
|---|---|---|---|
Cleanliness | |||
Clean | Free from obvious dirt, dust, grease or residue. | Kitchen worktop clean throughout with no visible residue. | Not applicable |
Professionally cleaned | Cleaned to a professional standard, often requiring invoice evidence. | Carpets professionally cleaned invoice provided at check-in. | Not applicable |
Domestic clean | Reasonably clean to normal household standard, not deep cleaned. | Bathroom domestic clean standard minor dust to skirting. | Minor |
Dusty | Surface has visible dust accumulation. | Bedroom wardrobe top dusty but otherwise clean. | Minor |
Dirty | Noticeably unclean with visible dirt or grime. | Oven door dirty with grease marks to glass. | Moderate |
Soiled | Dirtied by spill, bodily fluid, mud or similar contamination. | Hall carpet soiled near entrance threshold. | Moderate |
Stained | Surface has a visible mark that may not wipe off. | Lounge carpet stained, approx. 8 cm, left of sofa. | Moderate |
Water stained | Marked by water ingress, leak or historic moisture. | Ceiling water stained above bay window, approx. 30 cm. | Moderate |
Grease marked | Marked by cooking oil, fat or greasy residue. | Extractor hood grease marked around filter housing. | Moderate |
Limescaled | Has hard mineral deposits, usually around water fittings. | Shower screen limescaled to lower edge and hinges. | Minor |
Mouldy | Visible fungal growth caused by damp or condensation. | Black mould visible to bathroom ceiling above shower. | Significant |
Cobwebbed | Cobwebs are visible in corners, ceilings or fittings. | Ceiling corners cobwebbed in rear bedroom. | Minor |
Smeared | Surface has streaks or spread marks from wiping or residue. | Mirror smeared but intact and serviceable. | Minor |
Dusty ventilation grille | Vent cover has visible dust, fluff or debris. | Bathroom extractor grille dusty to front face. | Minor |
Pet hair present | Animal hair is visible on flooring, upholstery or surfaces. | Pet hair present to lounge rug and sofa base. | Moderate |
Wear and tear | |||
Fair wear and tear | Normal deterioration from ordinary use over time. | Minor fair wear and tear to hallway paintwork. | Minor |
Worn | Deteriorated through use, age or friction. | Carpet worn to traffic route between door and bed. | Minor |
Heavily worn | Substantial wear affecting appearance or remaining life. | Stair carpet heavily worn to nosings and centre tread. | Moderate |
Threadbare | Fabric or carpet pile is worn down to backing or threads. | Landing carpet threadbare outside bathroom doorway. | Significant |
Faded | Colour has lightened, commonly from sunlight or age. | Curtains faded to window-facing side. | Minor |
Discoloured | Colour has changed or become uneven. | Sealant discoloured around bath edge. | Minor |
Flattened pile | Carpet fibres are compressed from footfall or furniture. | Carpet pile flattened beneath former bed position. | Minor |
Furniture indentation | Pressure mark left by furniture feet or weight. | Two furniture indentations to lounge carpet by window. | Minor |
Scuffed | Surface has light rubbed marks from contact or use. | Skirting scuffed behind lounge door. | Minor |
Scratched | Surface has linear marks from scraping or abrasion. | Laminate flooring scratched near dining table area. | Moderate |
Grazed | Surface has shallow abrasion or rubbed area. | Door edge grazed at handle height. | Minor |
Damage | |||
Chipped | Small piece of surface or edge is broken away. | Kitchen tile chipped to top right corner. | Minor |
Cracked | Split or fracture visible in material or surface. | Window pane cracked from lower left corner. | Significant |
Hairline crack | Very narrow crack, often superficial. | Hairline crack to plaster above bedroom door frame. | Minor |
Broken | Item is physically damaged and may not function. | Bedroom blind broken tilt mechanism not operating. | Significant |
Dented | Surface is depressed from impact or pressure. | Fridge door dented to lower front panel. | Moderate |
Gouged | Deep cut or scooped damage to surface. | Timber floor gouged beside lounge doorway. | Significant |
Torn | Fabric, paper or covering is ripped apart. | Net curtain torn to lower hem, approx. 6 cm. | Moderate |
Ripped | Material is split or torn open. | Vinyl flooring ripped beside washing machine plinth. | Moderate |
Frayed | Fabric edge is worn with loose threads. | Curtain tieback frayed at stitched edge. | Minor |
Burnt | Heat or flame has damaged or charred the item. | Kitchen worktop burnt beside hob, approx. 4 cm. | Significant |
Scorch marked | Heat has discoloured surface without full burn-through. | Iron-shaped scorch mark to bedroom carpet. | Moderate |
Hole | Opening or missing section through a surface or material. | Small hole to plasterboard behind lounge door. | Significant |
Punctured | Pierced by a sharp object leaving an opening. | Vinyl seat punctured to front left cushion. | Moderate |
Warped | Item has bent or distorted from its normal shape. | Bathroom door warped and does not fully close. | Moderate |
Swollen | Material has expanded, often due to moisture. | Laminate edge swollen around sink base unit. | Moderate |
Blown plaster | Plaster has detached from the surface beneath. | Blown plaster patch to hallway wall, approx. 20 cm. | Moderate |
Decoration | |||
Peeling | Paint, paper or coating is lifting from surface. | Paint peeling above shower enclosure. | Moderate |
Flaking | Small pieces of paint or coating are coming off. | Ceiling paint flaking near extractor fan. | Moderate |
Marked | Visible mark present cause may be unspecified. | Wall marked at sofa height, approx. 12 cm. | Minor |
Hand marked | Marks consistent with regular touching near handles or switches. | Door hand marked around handle plate. | Minor |
Picture hook holes | Small wall holes from hooks, nails or fixings. | Three picture hook holes to lounge chimney breast. | Minor |
Poorly touched up | Patch repair or repaint is visible and mismatched. | Wall poorly touched up below window sill. | Moderate |
Newly decorated | Recently painted, papered or finished with fresh decoration. | Bedroom newly decorated in white matt emulsion. | Not applicable |
In good decorative order | Decoration is tidy with no notable defects. | Hallway walls in good decorative order throughout. | Not applicable |
Operation | |||
Loose | Not firmly fixed moves when handled. | Kitchen tap loose at base but operational. | Moderate |
Stiff | Difficult to move, turn or operate smoothly. | Front door lock stiff but turns with key. | Minor |
Sticking | Catches or resists movement during use. | Bathroom window sticking when opened halfway. | Minor |
Jammed | Cannot be moved or opened as expected. | Kitchen drawer jammed and cannot be fully opened. | Moderate |
In good working order | Tested and operating normally at inspection. | Washing machine tested on short cycle in good working order. | Not applicable |
Not tested | Operation was not checked during inspection. | Dishwasher present but not tested at check-in. | Not applicable |
Not working | Item does not operate when tested. | Bedroom pendant light not working when switch operated. | Significant |
Faulty | Item operates incorrectly or unreliably. | Extractor fan faulty runs intermittently only. | Moderate |
Leaking | Water or fluid is escaping from pipe, fitting or appliance. | Sink waste leaking into cupboard when tap running. | Significant |
Dripping | Small repeated drops of water are falling. | Cold tap dripping after being fully turned off. | Moderate |
Running slowly | Water drains away slower than expected. | Bath waste running slowly when plug removed. | Minor |
Blocked | Flow or passage is obstructed. | Shower waste blocked water pooling in tray. | Significant |
Secure | Firmly fixed or capable of being locked safely. | Rear door secure lock tested with supplied key. | Not applicable |
Insecure | Not safely fixed or not capable of proper locking. | Ground floor window insecure catch does not engage. | Significant |
Loose socket faceplate | Electrical socket cover moves or is not firmly fixed. | Double socket faceplate loose in lounge left wall. | Significant |
Completeness | |||
Missing | Expected item, part or fitting is absent. | One wardrobe handle missing to left door. | Moderate |
Incomplete | Set or item lacks one or more parts. | Dining set incomplete three of four chairs present. | Moderate |
No key supplied | A lockable item has no matching key provided. | Window lock present no key supplied at check-in. | Moderate |
Keys counted | Number and type of keys have been recorded. | Keys counted: 2 front door, 1 mailbox, 1 window key. | Not applicable |
Fixtures present | Built-in or attached items are recorded as present. | Curtain pole and end finials present to lounge window. | Not applicable |
Fittings present | Removable or fitted items are recorded as present. | Ceiling light shade present and intact. | Not applicable |
Manual present | Instruction manual is supplied with appliance or system. | Boiler user manual present in kitchen drawer. | Not applicable |
Remote control present | Remote control is supplied for appliance or equipment. | TV remote control present battery cover intact. | Not applicable |
Bulbs present | Light bulbs are fitted at inspection. | Three bulbs present to kitchen ceiling light fitting. | Not applicable |
Smoke alarm present | Smoke alarm is installed and recorded at inspection. | Smoke alarm present to hallway ceiling test button operated. | Not applicable |
Carbon monoxide alarm present | CO alarm is installed where required and recorded. | Carbon monoxide alarm present in kitchen near boiler. | Not applicable |
General condition | |||
Good condition | No notable defects beyond minor normal use. | Dining table in good condition with minor surface wear. | Not applicable |
Reasonable condition | Usable condition with some visible age or wear. | Sofa in reasonable condition cushions slightly worn. | Minor |
Poor condition | Multiple defects or heavy deterioration are present. | Bathroom cabinet in poor condition with swelling and loose hinge. | Significant |
Serviceable | Usable for its intended purpose despite wear or age. | Wardrobe serviceable with minor chips to veneer. | Minor |
Unserviceable | Not usable for its intended purpose. | Desk chair unserviceable seat support broken. | Significant |
Intact | Complete and not broken or damaged. | Glass shelf intact with no chips or cracks. | Not applicable |
Aged | Shows signs of age but not necessarily damage. | Kitchen units aged but clean and serviceable. | Minor |
Dated | Old-fashioned or older style, not necessarily defective. | Bathroom suite dated but in working order. | Minor |
As new | Appears unused or without visible wear. | Mattress as new with protector fitted. | Not applicable |
Newly fitted | Recently installed before the inspection. | Newly fitted carpet to front bedroom. | Not applicable |
Odour present | Noticeable smell is present in the room or item. | Musty odour present in understairs cupboard. | Moderate |
Damp | Moisture is present in building fabric or surface. | Damp staining and musty odour to rear bedroom wall. | Significant |
Condensation present | Water droplets are visible from humid air on cold surfaces. | Condensation present to inside of bedroom window panes. | Moderate |
Pest evidence | Signs of pests, such as droppings, gnawing or insects. | Pest evidence noted under kitchen sink unit. | Significant |
How Should Inventory Condition Terms Be Used In A UK Rental Checklist?
Use precise, observable wording such as scuffed, stained, loose, missing or in good working order, rather than vague labels. In UK tenancy disputes, the inventory is most useful when it records the item, location, extent and severity of the issue at check-in and check-out.
Why Does Clear Schedule Of Condition Wording Matter For Deposit Deductions?
Clear condition terminology helps distinguish fair wear and tear from tenant damage. Under tenancy deposit protection rules, evidence such as a signed inventory, check-in report, check-out report and dated photographs is commonly important when deciding whether cleaning, repair or replacement deductions are justified.
Which Terms Need Extra Detail In A Property Inspection Report?
- Cleanliness terms such as dirty, dusty, greasy, limescaled, mouldy or stained should identify the affected surface and area.
- Damage terms such as cracked, broken, chipped, dented, burnt or torn should state size, location and whether the item still functions.
- Operation terms such as sticking, leaking, loose, faulty or not tested should record whether the item was tested safely and what happened.
- Completeness terms such as missing, incomplete or no key supplied should list quantities, sets and any accessories present.
What Should Landlords And Tenants Check Before Signing?
Before signing an Inventory and Schedule of Condition, check that high-risk items are described consistently, including cleanliness, wear, damage, operation and missing parts. If a term is subjective, add short factual detail, dated photos and meter or key counts where relevant.
Want to Generate Your own Inventory and Schedule of Condition?
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FAQs
An Inventory and Schedule of Condition is a detailed record of a rental property's contents, fixtures, fittings, cleanliness, and condition at a specific date, usually the start of a tenancy.
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