The Landlord’s Mobile Inventory Guide: How to Record Your Property with a Phone
Learn how to complete a thorough rental property inventory using just your mobile phone. Step-by-step guide with photos, videos, and a free checklist for landlords.
Who does this relate to
Landlords
Service Provided
Get ready to rent
Timeline
Day before check-in
The Landlord’s Mobile Inventory Guide
How to Protect Your Property with Just Your Phone
A thorough inventory is one of the best ways to protect your property and avoid disputes with tenants. With today’s tech, you can skip the paperwork and carry out a detailed, legally sound inventory using just your mobile phone.
Here’s a step-by-step guide to help you get it right.
Why an Inventory Matters
An inventory (or check-in report) is a detailed record of the condition and contents of your rental at the start of a tenancy. It’s vital for:
Protecting deposits under tenancy deposit schemes
Avoiding end-of-tenancy disputes
Proving fair wear and tear vs. damage
Setting clear expectations for tenants
Homesty encourages landlords to complete inventories themselves using phone-based tools to keep things simple and transparent.
Before You Start: What You Need
A smartphone with a good camera
Cloud storage (Google Drive, iCloud, Dropbox, etc.)
Notes app or inventory checklist (or Homesty’s app if available)
Time: around 30–60 minutes depending on property size
Step-by-Step Inventory Process
1. Walkthrough and Prepare
Do a room-by-room tour of the property in good lighting.
Make sure the property is clean and empty before recording.
Create a checklist by room (see template below).
2. Photograph Everything
For each room, capture:
Walls and floors (carpets, wood, tiling)
Ceilings and light fixtures
Windows, blinds, and curtains
Furniture (if furnished)
Appliances (inside & out)
Cupboards (inside & out)
Decor (e.g. wall art, mirrors)
Any damage (chips, scratches, stains)
📸 Tip: Take wide shots and then close-ups. Include a timestamp or use apps that embed date/time in photos.
3. Video Walkthrough (Optional but Powerful)
Record a smooth walkthrough of the entire property
Narrate key features and flag any pre-existing wear or damage
Keep it under 5–10 minutes
Store it in the cloud, labelled clearly with the address and date
4. Document Key Utilities
Take clear photos of meter readings (gas, electric, water)
Include serial numbers if visible
Photograph boiler, fuse box, and any included manuals
5. Make a Written Record (Can Be Simple)
In your notes app or a shared document:
List each room and its contents
Note the condition (e.g. "sofa – light use, no tears")
Log any existing damage
Save this alongside your images
Sample Inventory Template (One Room)
Room: Living Room
Walls: Clean, no marks
Flooring: Light wear, no stains
Sofa: 3-seater, grey fabric, good condition
Windows: Double-glazed, blinds intact
Coffee table: One small scratch (photo IMG_0034)
Lighting: Ceiling pendant, works
Repeat this for each room.
Final Steps
Save all media and notes in a labelled digital folder
Format:Flat_2A_BakerSt_Inventory_July2025Share a copy with the tenant before move-in
Have the tenant confirm receipt digitally (via Homesty app, email or shared folder)
Check-Out Made Easy
At the end of the tenancy, repeat the same process using your original inventory for comparison. This forms the basis for any deposit deductions.
Bonus Tip: Use Homesty’s Tools
If you're letting through Homesty:
Inventory upload is built into the tenancy setup
Tenants can acknowledge receipt in-app
Everything is time-stamped and stored securely
Keeps communication transparent and centralised
Recap: Why Go Mobile?
Using your phone makes the inventory:
Free – no need to hire third parties
Fast – done in under an hour
Digital – easy to store, share and retrieve
Fair – protects both landlord and tenant
Professional – impress tenants with your clarity
