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UK Inventory Report Condition Terms Glossary

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This glossary explains common condition terms used in property inventory reports, helping tenants, landlords, and agents understand inspection findings clearly. It supports better decisions when reviewing an AI Generated British Inventory Report.
Condition Term
Meaning
Example Wording
Relevant Report Stage
Cleanliness
Professionally cleaned
Cleaned to a high standard, often by a cleaning contractor.
Property appears professionally cleaned throughout at move-in.
Both
Clean and tidy
No obvious dirt, clutter or hygiene issue visible.
Kitchen clean and tidy with no visible food debris.
Both
Domestic clean
Cleaned to a normal household standard, not deep cleaned.
Bathroom domestic clean with light limescale to taps.
Both
Requires cleaning
Not clean enough and likely needs further cleaning work.
Oven requires cleaning
grease residue to door and racks.
Move-out
Requires deep clean
Needs intensive cleaning beyond ordinary wiping or hoovering.
Fridge requires deep clean due to food residue and odour.
Move-out
Dusty
Visible dust is present on surfaces or fittings.
Skirting boards dusty throughout hallway.
Both
Cobwebs present
Spider webs are visible, usually in corners or ceilings.
Cobwebs present to ceiling corners in bedroom two.
Both
Greasy residue
Oily or sticky cooking residue remains on a surface.
Extractor hood has greasy residue to filters and casing.
Both
Limescale build-up
Chalky mineral deposits from hard water are visible.
Limescale build-up to shower screen and tap bases.
Both
Soap scum
Dull residue from soap is visible on bathroom surfaces.
Soap scum visible to bath panel and shower screen.
Both
Cleanliness, Damage
Mould spotting
Small visible mould marks or specks on a surface.
Mould spotting to silicone sealant around bath.
Both
Damage, Decoration
Damp staining
Discolouration likely caused by moisture or water ingress.
Damp staining to ceiling above bay window.
Both
Cleanliness, Damage
Stained
Marked by a substance that has discoloured the surface.
Carpet stained near living room doorway.
Both
Cleanliness
Soiled
Dirty from use, spillages or deposits.
Mattress protector soiled and requires laundering.
Move-out
Odour present
A noticeable smell is present in the room or item.
Noticeable pet odour present in living room carpet.
Both
Cleanliness, Decoration
Smoke odour
Smell of tobacco or smoke is noticeable.
Smoke odour present in bedroom curtains and carpet.
Move-out
Cleanliness
Pet hair present
Animal hair is visible on floors, upholstery or fittings.
Pet hair present to stair carpet and sofa cushions.
Move-out
Food debris
Food particles or remnants are visible.
Food debris found inside kitchen drawers.
Move-out
Unsanitary
Condition may be unhygienic or unsafe without cleaning.
Toilet unsanitary with heavy staining to bowl.
Move-out
Wear and tear
Fair wear and tear
Normal deterioration from reasonable use over time.
Light carpet flattening consistent with fair wear and tear.
Both
Light wear
Minor signs of use with no major defect.
Worktop shows light wear to front edge.
Both
Moderate wear
Noticeable use-related deterioration but item remains usable.
Laminate flooring has moderate wear in main walkway.
Both
Wear and tear, Damage
Heavy wear
Significant deterioration from use, possibly beyond normal wear.
Hall carpet shows heavy wear and fraying at threshold.
Both
Wear and tear
Age-related wear
Deterioration mainly due to the itemu2019s age.
Curtains have age-related fading to window-facing side.
Both
Wear and tear, Decoration
Scuffed
Surface has rubbing marks but is not deeply damaged.
Wall scuffed behind dining chairs.
Both
Wear and tear, Damage
Scratched
Surface has lines or grooves caused by abrasion.
Coffee table scratched to top surface.
Both
Damage
Dented
Surface is depressed or misshapen from impact or pressure.
Fridge door dented to lower right side.
Both
Damage, Decoration
Chipped
Small pieces of surface material are missing.
Paint chipped to door frame near latch.
Both
Damage
Cracked
Surface or item has a split or fracture.
Bathroom floor tile cracked beside basin.
Both
Damage, Functionality
Broken
Item is physically damaged and may not work.
Blind chain broken and blind cannot be raised.
Both
Damage
Torn
Fabric, paper or flexible material has a rip.
Sofa cushion torn to front seam.
Both
Wear and tear, Damage
Frayed
Edges are worn with loose threads or fibres.
Carpet frayed at doorway threshold.
Both
Damage
Burn mark
Surface is scorched, melted or marked by heat.
Burn mark to kitchen worktop beside hob.
Both
Scorch mark
Heat has discoloured the surface without full burning.
Scorch mark visible to ironing board cover.
Both
Water damaged
Item or surface is damaged by water exposure.
Laminate flooring water damaged and lifting by sink.
Both
Swollen
Material has expanded, often due to moisture.
Bathroom cabinet base swollen at lower edge.
Both
Damage, Decoration
Lifting
Flooring, veneer or covering is coming away.
Vinyl flooring lifting at kitchen threshold.
Both
Decoration, Damage
Peeling
Paint, wallpaper or coating is coming away.
Paint peeling above shower enclosure.
Both
Flaking
Small pieces of coating are breaking away.
Ceiling paint flaking above window reveal.
Both
Blistered
Paint or surface coating has raised bubbles.
Paint blistered to wall behind radiator.
Both
Wear and tear, Decoration
Faded
Colour has lightened, often from sunlight or age.
Curtains faded on window-facing side.
Both
Wear and tear, Decoration, Cleanliness
Discoloured
Colour has changed or become uneven.
Ceiling discoloured around light fitting.
Both
Decoration, Wear and tear, Cleanliness
Yellowed
Surface has become yellow in tone.
White gloss paint yellowed to skirting boards.
Both
Wear and tear, Decoration
Hairline crack
Very fine crack, often cosmetic.
Hairline crack to plaster above door frame.
Both
Wear and tear, Decoration, Damage
Settlement crack
Crack likely caused by building movement over time.
Settlement crack visible to lounge ceiling corner.
Both
Damage, Decoration
Nail holes
Small holes from nails, pins or picture hooks.
Three nail holes to wall above bedhead.
Both
Screw holes
Holes left by screws or wall fixings.
Screw holes to wall where TV bracket removed.
Move-out
Cleanliness, Decoration, Damage
Adhesive residue
Sticky residue remains from tape, labels or hooks.
Adhesive residue to wall beside desk area.
Move-out
Cleanliness, Decoration
Sticker marks
Marks or residue left after stickers were removed.
Sticker marks present to wardrobe door.
Move-out
Damage, Functionality
Loose
Fixture or component is not securely fixed.
Toilet seat loose but still attached.
Both
Damage, Functionality, Completeness
Detached
Item has come away from its fixing or position.
Kickboard detached below kitchen base unit.
Both
Completeness
Missing
Listed item or part is not present.
One dining chair missing compared with check-in inventory.
Move-out
Present
Item is available and seen during inspection.
Two sets of front door keys present at handover.
Both
Completeness, Functionality
Not seen
Inspector could not locate or view the item.
Boiler manual not seen during inspection.
Both
Functionality
Not tested
Operation was not checked during inspection.
Washing machine present but not tested.
Both
In working order
Item operates normally when checked.
Extractor fan in working order at time of inspection.
Both
Functionality, Wear and tear
Serviceable
Usable despite age, wear or minor defects.
Sofa serviceable with moderate wear to arms.
Both
Functionality, Damage
Unusable
Item cannot be used for its intended purpose.
Wardrobe unusable due to collapsed rail.
Both
Functionality
Faulty
Item does not operate correctly.
Dishwasher faulty
cycle does not start.
Both
Intermittent fault
Problem occurs sometimes but not consistently.
Light fitting reported with intermittent fault.
Move-out
Functionality, Wear and tear
Stiff operation
Item works but is difficult to move or operate.
Patio door lock has stiff operation.
Both
Functionality, Damage
Seized
Component is stuck and cannot be moved normally.
Window handle seized and window cannot be opened.
Both
Leaking
Water or other liquid is escaping from where it should not.
Kitchen tap leaking from base when operated.
Both
Dripping
Liquid falls in drops from a fitting or pipe.
Bathroom basin tap dripping when fully closed.
Both
Functionality, Cleanliness
Blocked
Flow or movement is obstructed.
Shower waste blocked
water drains slowly.
Both
Slow draining
Water drains away more slowly than expected.
Bathroom basin slow draining at inspection.
Both
Functionality
Low pressure
Water or gas flow appears weaker than expected.
Shower has low pressure when tested.
Both
Poor flush
Toilet flush is weak or incomplete.
WC has poor flush
cistern refills slowly.
Both
Running cistern
Toilet cistern continues releasing or refilling water.
Running cistern audible after flush.
Both
Damage, Functionality, Decoration
Sealant failed
Silicone or sealant is split, loose or no longer watertight.
Sealant failed around shower tray with gaps visible.
Both
Cleanliness, Decoration
Grout discoloured
Tile grout has changed colour or is stained.
Grout discoloured to lower shower tiles.
Both
Damage, Decoration
Grout cracked
Grout between tiles has cracked or broken away.
Grout cracked between floor tiles near bath.
Both
Damage, Functionality
Tile loose
Tile is not firmly fixed to its surface.
Wall tile loose behind kitchen sink.
Both
Wear and tear
Pile flattened
Carpet fibres are compressed from foot traffic or furniture.
Carpet pile flattened in main walkway.
Both
Furniture indentations
Marks in carpet or flooring caused by furniture legs.
Furniture indentations visible to bedroom carpet.
Both
Wear and tear, Damage
Threadbare
Fabric or carpet is worn down to base fibres.
Stair carpet threadbare to centre of treads.
Both
Cleanliness, Damage
Carpet staining
Carpet has visible marks from spills, dirt or contamination.
Carpet staining to lounge centre area.
Both
Wear and tear, Damage
Floor scratching
Floor surface has visible scratches or scoring.
Floor scratching visible beside dining table.
Both
Damage
Gouged
Deep cut or groove has been made in the surface.
Wood floor gouged near lounge doorway.
Both
Warped
Material is bent or distorted from its original shape.
Wood flooring warped near rear door.
Both
Wear and tear, Damage, Functionality
Uneven
Surface is not level or consistent.
Kitchen floor uneven near back door threshold.
Both
Functionality, Damage
Sticking
Door, drawer or window catches and does not move freely.
Bedroom door sticking against carpet when opened.
Both
Does not close properly
Door, window or drawer does not shut as intended.
Kitchen drawer does not close properly.
Both
Damage, Functionality
Hinge loose
Hinge is not securely attached or has movement.
Wardrobe door hinge loose at upper fixing.
Both
Handle loose
Handle moves excessively or is not firmly fixed.
Internal door handle loose to bathroom door.
Both
Functionality
Lock operates
Lock works with the correct key or mechanism.
Front door lock operates with both keys supplied.
Both
Functionality, Damage
Lock faulty
Lock does not work correctly or securely.
Back door lock faulty
key turns but latch does not engage.
Both
Completeness
Keys missing
Expected keys are not returned or not present.
One window key missing at check-out.
Move-out
Damage, Functionality
Key bent
Key is misshapen and may not operate the lock.
Mailbox key bent and difficult to use.
Move-out
Functionality
Opens and closes
Door, window or drawer moves normally both ways.
Bedroom window opens and closes freely.
Both
Functionality, Damage
Draught present
Air movement is noticeable around a door or window.
Draught present around lounge window frame.
Both
Functionality, Cleanliness, Decoration
Condensation present
Moisture is visible on glass or surfaces.
Condensation present to inside of bedroom window.
Both
Functionality, Damage
Blown glazing
Double glazing seal has failed, causing misting inside panes.
Blown glazing to lounge window unit.
Both
Damage, Functionality
Glass cracked
Glass pane has a visible crack.
Glass cracked to lower pane of rear door.
Both
Blind slats bent
Blind slats are misshapen and may not align.
Venetian blind slats bent to lower section.
Both
Completeness, Functionality
Curtain hooks missing
Some hooks needed to hang curtains are absent.
Three curtain hooks missing from lounge curtains.
Both
Damage, Functionality
Rail loose
Rail is not securely fixed to wall or ceiling.
Curtain rail loose at left bracket.
Both
Functionality, Completeness
Bulb not working
Light bulb does not illuminate when switched on.
Ceiling pendant bulb not working in hallway.
Both
Completeness, Functionality
Bulb missing
Light fitting has no bulb installed.
Bulb missing from bedside lamp.
Both
Damage, Functionality
Socket cracked
Electrical socket faceplate has a crack.
Double socket cracked to left side of lounge wall.
Both
Completeness, Functionality
Alarm present
Smoke or carbon monoxide alarm is installed and visible.
Smoke alarm present to ground floor hallway.
Move-in
Functionality
Alarm tested
Alarm was checked using the test button.
Smoke alarm tested and sounding at tenancy start.
Move-in
Completeness, Functionality
CO alarm missing
Carbon monoxide alarm expected but not present.
CO alarm missing from room containing gas boiler.
Move-in
Cleanliness
Oven residue
Grease, burnt food or dirt remains inside the oven.
Oven residue to door glass, racks and base tray.
Both
Cleanliness, Damage
Hob stained
Hob surface has visible staining or burnt-on marks.
Ceramic hob stained around front right ring.
Both
Cleanliness, Functionality
Filter greasy
Extractor or appliance filter has grease build-up.
Cooker hood filter greasy and requires cleaning.
Both
Cleanliness
Fridge clean
Fridge interior is clean and free of food residue.
Fridge clean with shelves and drawers present.
Both
Cleanliness, Functionality
Freezer iced up
Excess ice build-up is present inside freezer.
Freezer iced up and requires defrosting.
Both
Completeness
Shelf missing
Expected shelf is absent from appliance or unit.
One fridge door shelf missing.
Move-out
Damage, Functionality
Drawer front loose
Drawer front is not firmly attached.
Kitchen drawer front loose to top cutlery drawer.
Both
Cupboard hinge loose
Cupboard hinge is moving or poorly fixed.
Cupboard hinge loose under kitchen sink.
Both
Cleanliness, Damage
Worktop stained
Work surface has visible staining or discolouration.
Worktop stained near kettle area.
Both
Damage
Worktop chipped
Work surface edge or top has missing material.
Worktop chipped to front edge beside sink.
Both
Damage, Wear and tear, Cleanliness
Rust present
Metal shows corrosion or orange-brown staining.
Rust present around plug hole and overflow.
Both
Wear and tear, Decoration
Tarnished
Metal finish has dulled or changed colour.
Door handles tarnished with age-related wear.
Both
Damage, Wear and tear
Corroded
Material, usually metal, has deteriorated chemically.
Radiator valve corroded at base.
Both
Decoration, Damage
Radiator paint chipped
Paint finish on radiator has chips or missing areas.
Radiator paint chipped to front panel.
Both
Functionality
Radiator heats
Radiator becomes warm when heating is operated.
Radiator heats when central heating switched on.
Both
Radiator not heating
Radiator does not warm up when heating is on.
Bedroom radiator not heating during test.
Both
Boiler pressure low
Boiler pressure gauge appears below normal operating range.
Boiler pressure low at time of inspection.
Both
Completeness
Gas safety certificate present
A current gas safety record is available or supplied.
Gas safety certificate present, expiry date recorded separately.
Move-in
EICR present
Electrical installation condition report is available.
EICR present in property file at check-in.
Move-in
Fire label present
Upholstered furniture has a visible fire safety label.
Fire label present to underside of sofa cushion.
Move-in
Fire label missing
Required fire safety label is not visible on upholstered item.
Fire label missing from armchair at check-in.
Move-in
Cleanliness, Damage
Mattress stained
Mattress has visible marks or discolouration.
Mattress stained to centre area, no protector present.
Both
Wear and tear, Damage, Functionality
Sagging
Item droops or has lost support or shape.
Mattress sagging to centre section.
Both
Damage, Functionality
Bed slat broken
A wooden or metal bed support slat is broken.
One bed slat broken on double bed frame.
Both
Rail collapsed
Hanging rail has fallen or failed under load.
Wardrobe rail collapsed and brackets detached.
Move-out
Cleanliness, Wear and tear
Garden overgrown
Grass, plants or weeds have grown excessively.
Rear garden overgrown with weeds to patio edges.
Move-out
Lawn uncut
Grass has not been recently cut.
Lawn uncut, approximately knee height in places.
Move-out
Weeds present
Unwanted plants are visible in beds, paths or paving.
Weeds present between patio slabs and along fence line.
Both
Cleanliness, Completeness
Rubbish left
Unwanted items or waste remain at the property.
Rubbish left in rear shed and wheelie bins overflowing.
Move-out
Completeness, Cleanliness
Personal items left
Tenant belongings appear to remain at the property.
Personal items left in loft cupboard.
Move-out
Cleanliness
Bins full
Waste bins contain rubbish at inspection.
General waste bin full at check-out.
Move-out
Completeness
Meter reading recorded
Utility meter reading has been noted in the report.
Electricity meter reading recorded with photograph.
Both
Manuals present
Instruction booklets or manuals are available.
Appliance manuals present in kitchen drawer.
Both
Completeness, Functionality
Remote control missing
Expected remote control is absent.
TV remote control missing at check-out.
Move-out
Functionality, Completeness
Battery flat
Battery has no charge and item may not operate.
Remote control battery flat when tested.
Both
Decoration
Newly decorated
Paintwork or wallpaper appears recently completed.
Bedroom newly decorated with no visible marks.
Move-in
Decoration, Cleanliness, Damage
Marked walls
Walls have visible marks, scuffs or stains.
Marked walls around light switches and hallway corners.
Both
Decoration, Damage
Picture hook holes
Small wall holes from picture hooks or fixings.
Picture hook holes above lounge fireplace.
Both
Decoration
Touch-up paint visible
Repainted patches are visible against surrounding paint.
Touch-up paint visible around previous wall fixings.
Both
Poorly painted
Paint finish is uneven, patchy or messy.
Wall poorly painted with roller marks and uneven edges.
Both
Decoration, Damage
Unauthorised decoration
Decoration appears changed without recorded permission.
Unauthorised decoration noted: bedroom wall painted dark blue.
Move-out
Completeness, Decoration
Replaced item
Original inventory item appears substituted with another.
Original kettle replaced with different model at check-out.
Move-out
Completeness
Part of set missing
One item from a matching or listed set is absent.
Part of set missing: one of four mugs absent.
Move-out
Quantity checked
Number of items has been counted and recorded.
Quantity checked: six dining chairs present.
Both
Wear and tear, Damage, Cleanliness, Functionality, Decoration, Completeness
No change
Condition appears the same as the previous report.
No change from check-in report
existing scuff remains.
Move-out
Wear and tear, Damage, Cleanliness, Decoration, Functionality
Deteriorated
Condition has worsened since the previous report.
Paintwork deteriorated with additional chips to door edge.
Move-out
Damage, Functionality
Beyond economical repair
Repair cost may exceed practical value of repairing the item.
Blind beyond economical repair due to snapped mechanism.
Move-out
Wear and tear, Damage
Betterment
Landlord should not be put in a better position than before.
Replacement claim should allow for betterment and item age.
Move-out
Apportionment
Cost is divided to reflect age, lifespan and responsibility.
Cleaning charge not apportioned
carpet replacement apportioned for age.
Move-out

Why Do Inventory Report Condition Terms Matter In The UK?

Clear, consistent condition terms help show whether an issue existed at move-in or arose during the tenancy. In deposit disputes, inventories and check-out reports are most persuasive when they record cleanliness, wear, damage, functionality, decoration and missing items in precise language, supported by dated photographs where possible.

How Should Fair Wear And Tear Be Described?

Use neutral terms such as minor scuffing, light wear or age-related discolouration where deterioration appears consistent with normal use. Avoid calling ordinary wear damage unless there is a specific defect such as a crack, burn, chip, hole or breakage.

What Should Be Recorded At Move-In And Move-Out?

  • Move-in: record pre-existing marks, stains, chips, missing items and appliance condition so the tenant is not later blamed for them.
  • Move-out: compare against the move-in report and describe any deterioration using the same area, item and severity terms.
  • Both: cleanliness and functionality terms are useful at both stages because cleaning deductions and repair deductions often depend on the exact condition recorded.

How Do Deposit Protection Rules Affect Inventory Evidence?

For assured shorthold tenancies in England and Wales, tenancy deposits must be protected in an authorised scheme under Housing Act 2004 deposit protection provisions. Where there is a deposit dispute, the inventory report can be key evidence for deciding whether proposed deductions are justified.

Inventory Report Condition Terms Glossary
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FAQs

A UK Inventory Report Condition Terms Glossary explains common words and phrases used to describe the condition, cleanliness, fixtures, fittings, furniture, and contents in a rental property inventory report.
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References and Information Sources