Used by property professionals across the UK & Ireland to create structured end-of-tenancy reports, evidence-led check-out records and faster property changeover workflows.
What is a check-out report?
A check-out report records the condition of a property at the end of a tenancy. It is typically compared against the original inventory or check-in report to identify changes, damage, cleaning issues, missing items and other end-of-tenancy observations.
End-of-Tenancy Record
Document property condition when the tenant leaves.
Comparison Against Original
Compare findings against the inventory, check-in or previous report.
Evidence-Led Observations
Use photos, notes and condition records to support each finding.
Deposit-Relevant Context
Record observations that may support fair conversations about proposed deductions.
Changeover Readiness
Identify cleaning, repairs, replacement items and follow-up actions before the next tenancy.
Why a clear check-out matters
A professional check-out helps landlords, tenants, agents and property managers understand what has changed during the tenancy. Clear evidence, balanced wording and structured comparisons can support fairer conversations about condition, cleaning, damage, proposed deductions and the work needed before the next tenant moves in.
Clearer End-of-Tenancy Records
Capture the condition of the property at move-out.
Better Comparison Evidence
Compare findings against the original inventory or check-in.
More Consistent Observations
Use templates and structured wording to reduce inconsistency.
Fairer Deposit Conversations
Support proposed deductions with clearer evidence and context.
Faster Changeovers
Identify cleaning, repairs and replacement needs sooner.
Cleaner Contractor Handover
Turn check-out observations into clearer notes for cleaners, contractors and internal teams.
Stronger Audit Trail
Keep evidence connected across the full tenancy lifecycle.
What should a professional check-out include?
Every tenancy is different, but a professional check-out report should clearly document the end-of-tenancy condition, compare it with the original record where available, and identify any follow-up work needed for cleaning, repairs or re-let readiness.
Property Details
Address, property type, tenancy details, inspection date and report details.
Original Report Reference
Link or reference the original inventory, check-in or previous condition report.
Room-by-Room Comparison
Compare end-of-tenancy condition against the original record.
Photo Evidence
Capture move-out photos and attach them to relevant rooms or items.
Cleaning Observations
Record cleanliness issues, presentation and required cleaning follow-up.
Damage Observations
Record damage, deterioration, breakages or notable changes.
Maintenance Observations
Capture repair issues, defects or maintenance items identified at check-out.
Missing Items
Identify items present at inventory/check-in that are missing at check-out.
Fair Wear and Tear Notes
Record where observations may be consistent with expected use over time.
Proposed Deductions
Document deposit-relevant observations or proposed deductions where appropriate.
Contractor / Cleaner Notes
Create clear room, item, photo and action context for follow-up work.
Keys and Access Items
Record returned keys, fobs, remotes, access cards and parking permits.
Meter Readings
Capture final meter readings with photo evidence where required.
Tenant Comments
Include tenant comments or responses where captured.
Signatures and Acknowledgements
Record sign-off, acknowledgement or refusal where used.
Report History
Maintain a clear record of report creation, delivery and updates.
Support fair deposit conversations with clearer evidence
Check-out reports can help document proposed deductions, damage, cleaning issues and missing items. InventoryBase helps teams record observations clearly while keeping evidence connected to the original tenancy record.
A check-out report should separate evidence from judgement. It should document what was found, compare it to the original record and allow landlords, agents, tenants or deposit resolution services to review the evidence fairly.
Proposed Deductions
Record deposit-relevant observations and suggested deduction items where appropriate.
Damage Evidence
Attach photos and notes to support damage observations.
Cleaning Issues
Document cleaning standards and areas requiring attention.
Missing Items
Record items no longer present at check-out.
Fair Wear and Tear Notes
Identify where condition changes may reflect normal use over time.
Cost / Action Notes
Add cleaning, repair, replacement or follow-up notes where required.
Tenant Comments
Capture tenant comments or responses where included in your workflow.
Evidence Context
Keep each observation linked to room, item, photo and original condition.
Speed up tenant offboarding and property changeovers
Check-outs are not just reports. They are the start of the next tenancy preparation. InventoryBase helps teams identify what needs cleaning, repairing, replacing or following up so properties can be prepared for the next tenant more quickly.
Move-Out Checklist
Record keys, meters, access items and handover status.
Cleaning Requirements
Identify areas requiring professional cleaning or attention.
Repair Observations
Record repairs, replacements or remedial works needed.
Contractor Instructions
Create clearer notes for cleaning, maintenance or repair teams.
Re-Let Readiness
Track what needs to happen before the property is ready for the next tenant.
Turnaround Visibility
Give agents and property managers clearer visibility after move-out.
Turn check-out findings into cleaning and repair instructions
Use check-out observations to record cleaning issues, maintenance items, damage, missing items and follow-up work that can be shared with cleaners, contractors or internal property teams.
InventoryBase helps create clearer contractor instructions and keeps evidence linked to the original check-out. The exact follow-up workflow depends on your configuration.
Cleaning Issues
Record areas requiring cleaning, photos and notes for cleaners.
Maintenance Items
Capture repair issues, damage or defects identified at check-out.
Contractor Instructions
Create clear notes for contractors with room, item, photo and action context.
Cleaner Instructions
Summarise cleaning requirements by room or issue.
Priority Levels
Mark urgent, routine or pre-relet actions.
Before and After Evidence
Use check-out evidence as the starting record for post-works verification.
Re-Let Readiness
Track what needs to be completed before the next tenant moves in.
Internal Team Handoff
Give property managers, maintenance coordinators and branch teams a clearer handover.
Create reports that support deposit evidence workflows
InventoryBase check-out reports are commonly used by agents, landlords, tenants and property managers when reviewing end-of-tenancy condition and preparing evidence for deposit-related conversations.
Reports can be shared as part of evidence packs or communications involving the main UK tenancy deposit schemes where relevant. This is not a direct partnership, integration or endorsement.
Evidence Packs
Use reports, photos and notes to support end-of-tenancy evidence.
Deposit Scheme Communication
Share reports where evidence is required for TDS, DPS or MyDeposits workflows.
Full Report History
Keep report creation, delivery and activity connected.
Comparison Records
Show original and end-of-tenancy condition clearly.
Tenant Comments
Capture comments, responses or acknowledgements where required.
Downloadable PDFs
Export client-ready reports for evidence sharing.
Connect check-outs to deposit and payment workflows
Where configured, InventoryBase can support connected workflows with payment, deposit, tenancy offboarding or property management platforms, helping teams move from check-out evidence to next steps more smoothly.
Trigger Check-Out Jobs
Create check-out workflows from tenancy end or offboarding stages.
Sync Property and Tenancy Data
Bring property, client or tenancy information into the report workflow.
Share Report Status
Send check-out completion status back to connected systems where supported.
Support Deposit Workflows
Move evidence, reports or status into deposit/offboarding processes where configured.
Automate Notifications
Trigger emails, tasks or follow-ups after report delivery.
Support Payment Workflows
Connect invoices, charges or payment records where appropriate.
Available where configured or supported through approved API access.
Complete check-outs on-site
Use the InventoryBase mobile app to complete check-outs while walking through the property, capturing comparison evidence and follow-up observations as you go.
Guided Check-Out Workflow
Work through rooms, items, cleanliness, damage and missing items.
Photo Capture
Capture end-of-tenancy evidence by room, item or issue.
Original Condition Reference
Reference earlier report data where available.
Cleaning and Repair Notes
Record follow-up notes for cleaners, contractors or internal teams.
Meter Readings
Capture final meter readings with supporting photos.
Keys and Access Items
Record returned keys, fobs, remotes and access cards.
Voice-to-Text Notes
Record findings quickly on-site.
Signature Capture
Capture sign-off or acknowledgement where required.
Live Syncing
Sync check-out data back to the platform.
Standardise every check-out
Use templates, dictionaries and reusable wording to create consistent check-out reports and follow-up observations across clerks, branches, clients and providers.
Check-Out Templates
Start from professional check-out report templates.
Comparison Sections
Structure reports around original condition versus end condition.
Deduction Categories
Create configurable categories for cleaning, damage, missing items or follow-up.
Cleaning Categories
Standardise cleaning observations and required follow-up.
Maintenance Categories
Record repair, replacement or defect observations consistently.
Fair Wear and Tear Notes
Use consistent wording for observations requiring review.
Dictionaries
Use approved terminology and condition language.
Branded Reports
Deliver professional check-outs under your company brand.
See a sample check-out report
Preview a professional InventoryBase check-out report to see how comparison evidence, damage observations, cleaning notes, deposit-relevant findings, follow-up actions and report history come together.
Keep an audit trail across the full tenancy lifecycle
InventoryBase helps keep reports, photos, signatures, comments, follow-up observations and activity connected from the original inventory through to check-out and final handover.
Connected Records
Keep key tenancy reports linked together.
Photo History
Maintain condition evidence across tenancy stages.
Recipient Tracking
See when reports are opened and reviewed.
Comments and Signatures
Keep feedback and acknowledgements connected.
Version History
Maintain visibility of report changes and delivery.
Exportable Evidence
Export PDFs and records where required.
Share check-out reports and track responses
Deliver check-out reports through secure workflows and keep comments, signatures, acknowledgements, follow-up notes and activity history connected to the report.
Client Portals
Share reports through a professional report experience.
PDF Exports
Export client-ready check-out reports.
Digital Signatures
Capture acknowledgement where required.
Recipient Tracking
See when reports are delivered, opened and reviewed.
Comments and Feedback
Keep tenant, landlord or client comments connected to the record.
Contractor / Cleaner Sharing
Share relevant findings or exported notes with cleaning, maintenance or contractor teams where appropriate.
Check-out tools built into one platform
Related report workflows
Inventory Reports
Create the original condition record used for comparison.
Explore Inventory ReportsCheck-Ins
Record move-in condition, keys, meters and tenant acknowledgement.
Explore Check-InsMidterm Inspections
Record property condition during the tenancy.
Explore Midterm InspectionsMaintenance Reporting
Turn check-out findings into repair or cleaning actions.
Explore Maintenance Reporting