A guided process from move in through mid term to move out that keeps everyone on the same page and protects deposits with clear, timestamped, tamper resistant evidence.
The tenancy lifecycle
Onboard your property and tenant
Landlord or agent creates the property, adds compliance documents, schedules the check in inspection and invites the tenant by email, SMS or link. The tenant accepts, creates a free account and can see the upcoming check in and property details.
Independent tenants can also start here on their own plan, even if their landlord is not using Fair Let Inventory.
Guided capture on mobile
On the day, the inspector opens the inspection on their mobile. The app guides them through an environmental scan, floormap walkthrough, room by room capture with notes, plus meters, keys and alarms. All photos are captured live, timestamped and geotagged.
A draft move in report is generated automatically.
Agree the starting point
The landlord or agent reviews the draft report, edits any notes and publishes it. The tenant receives a link, reviews the report and can add comments or extra photos where needed. They either sign to agree, or raise specific points.
Both parties have a signed, timestamped baseline for the tenancy.
Capture issues and changes as they happen
Throughout the tenancy, issues are reported through the journal. Tenant logs a problem with photos and notes, landlord or agent is notified, contractors can be added with before and after capture. Optional mid term inspections use the same guided flow and compare against the original check in.
A clear timeline of what happened, when it was reported and what was done.
Compare with check in and mid term
At the end of the tenancy, a check out inspection uses the same guided flow. Fair Let Inventory compares current evidence with check in and any mid term inspections. The inspector classifies changes as no change, fair wear and tear, or potential damage.
A structured check out report highlighting only what has changed.
Support fair decisions with clear evidence
All relevant evidence sits in one pack: check-in report, mid-term records, check-out report and journal extract. Landlords record proposed deductions with reasons. Tenants can review and respond. When needed, the whole pack can be exported and submitted to TDS, DPS or MyDeposits.
Structured, timestamped evidence to support fair and transparent deposit discussions.
“Thorough check in and check out inventories and clear documentation are crucial for reducing disputes. Claims are much more likely to be rejected if there is weak or incomplete evidence.”
Summary of guidance from UK deposit schemes
Fair Let Inventory captures timestamped evidence at move in, mid term and move out, then packages it into structured evidence packs ready for TDS, DPS and MyDeposits.
Already have reports from another platform? Use our Migration Wizard to import your existing PDFs, photos and inventory documents once. We mark them as Legacy Evidence and all new captures run through our verified, in-app flow.
Every role has a clear path through the platform.
Accept invite → View check in → Log issues and mid term evidence → Review check out → Respond to deductions
Add property → Invite tenant → Run check in, mid term and check out → Manage compliance → Resolve deposits
Onboard clients → Schedule inspections → Assign team → Generate branded reports → Track portfolio
Receive job → Capture before and after → Submit evidence pack → Prove work completed → Get paid faster
Every inspection generates a structured, timestamped report ready for deposit schemes.
15 January 2025 at 10:30 AM
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