Move-In Photos That Can Help Prevent Deposit Disputes

By AtheneNet Editorial Team

Updated 30 August 2026

A careful move-in photo record can show what a rented home looked like before furniture, boxes and ordinary use obscured its original condition. During the first hour of the tenancy, photograph every room, record existing damage, test supplied appliances and send any inventory corrections to the landlord or letting agent in writing.

Photographs cannot guarantee the return of a tenancy deposit or determine the outcome of a dispute. They are most useful when they form part of a dated, organised record that includes the rental inventory, meter readings and traceable correspondence.

Prepare the property before taking photographs

Start before unpacking if possible. Open curtains, switch on the lights and remove temporary bags or coats from the area being photographed. Natural light is useful, but avoid strong backlighting that hides marks or changes colours.

Make sure the camera lens is clean and use the highest practical image quality. Do not apply filters, portrait effects or editing presets. Keep the original files because cropped, annotated or compressed copies may omit useful context or metadata.

Before moving from room to room, capture:

• The front door, entrance and any visible external damage
• Every key, fob, parking permit and access device supplied
• Meter readings, with the meter identity or serial details visible where possible
• Smoke and carbon monoxide alarms, without treating a photograph as a substitute for testing
• The landlord’s or agent’s inventory and any check-in report provided

If a meter display changes automatically, take several clear images. Record which reading belongs to electricity, gas or water, and note the date and approximate time separately.

Build a room-by-room condition record

Use the same sequence in every room. Begin with wide photographs from opposite corners, then take medium-distance images of each wall and close-ups of defects. This creates context: a close-up may show a scratch clearly, while a wider image shows exactly where it is.

For each room, cover the ceiling, walls, floor, skirting boards, doors, windows, handles, sockets, radiators, blinds and fitted furniture. Photograph both the inside and outside of cupboards and wardrobes.

Record damage with context and scale

Capture stains, chips, cracks, loose fittings, mould-like marks, discolouration and signs of previous repairs. Take one image showing the defect’s position and another showing its detail. Place a common object such as a coin or ruler nearby when scale would otherwise be unclear, but do not cover the mark.

Describe defects neutrally. For example: “Two-centimetre chip on the bedroom windowsill” is more useful than “windowsill in terrible condition.” Avoid guessing at causes unless they are known.

Document cleanliness as well as damage

An inventory may describe a property as professionally cleaned or in good condition. Photograph grease, dust, limescale, debris, stained grout, marked carpets and dirty appliance interiors if that description does not match what you received.

In the kitchen, photograph the oven, hob, extractor, fridge, freezer, dishwasher, sink and worktops. In the bathroom, include the bath or shower, seals, tiles, taps, toilet and ventilation areas. Images should show both general cleanliness and specific problem spots.

Test appliances and supplied fixtures

Photographs alone may not show whether equipment worked at check-in. Where it is safe and straightforward, make a short written or video record of basic tests for supplied appliances and fixtures.

Useful checks include:

• Lights, switches and extractor fans
• Oven rings and basic appliance power
• Fridge and freezer operation
• Hot and cold taps, drainage and visible leaks
• Toilet flushing and shower flow
• Windows, locks, doors and blinds
• Heating controls and radiators, where conditions allow

Do not dismantle, repair or test gas and electrical equipment beyond normal user controls. Report warning lights, burning smells, exposed wiring, leaks or other safety concerns promptly through the appropriate contact route.

A brief video can show a fan failing to start or water collecting beneath a sink. Keep the original video and add a written description, because recipients may not open large attachments and a searchable message is easier to trace later.

Correct the rental inventory in writing

Compare your record with the inventory line by line. Mark missing items, inaccurate cleanliness descriptions, unrecorded damage and incorrect quantities. If no inventory was supplied, create a simple room-by-room list of the property’s condition and contents.

Use precise corrections such as:

• “Living-room carpet: dark stain beside the balcony door; see images LR-04 and LR-05.”
• “Kitchen oven: grease and burnt residue inside; inventory describes it as clean.”
• “Second bedroom: one blind slat missing on arrival.”
• “Two front-door keys received, not three.”

Send the corrections to the landlord or letting agent as soon as reasonably possible, especially if the check-in report specifies a response period. Ask the recipient to confirm that the corrections have been added to the tenancy record. Do not assume that editing a private copy of the inventory will notify anyone.

Send a concise and traceable check-in message

Use email, a recognised tenancy portal or another channel that preserves the date, recipient and contents. A useful message identifies the property, tenancy start date and attached record without becoming argumentative.

For example: “I have reviewed the check-in inventory for 14 Example Street. Attached are my dated photographs and a list of corrections showing the condition at the start of the tenancy. Please confirm receipt and retain them with the tenancy record.”

Attach a numbered correction list and either the relevant images or a link to a stable folder. If attachments are too large, say exactly what the link contains and keep evidence that the message and link were sent. Retain replies, delivery confirmations and portal receipts.

Preserve original files outside your phone gallery

A private phone gallery is vulnerable to loss, accidental deletion and device changes. Copy the original files to at least two locations, such as encrypted cloud storage and a computer or external drive.

Create a clearly named folder for the property and avoid overwriting originals. A practical structure is:

• 01 Entrance and keys
• 02 Meter readings
• 03 Living room
• 04 Kitchen
• 05 Bedrooms
• 06 Bathroom
• 07 Inventory and correspondence

Use consistent filenames such as Kitchen_Oven_01.jpg. Keep an untouched originals folder and make separate copies if you need to crop, label or reduce images for sending. Preserve the inventory, tenancy agreement, check-in report and your correction message in the same record.

Check that cloud links do not expire unexpectedly and that you can still access the account after changing a phone number or email address. Retain the record through the tenancy and until any deposit-related questions have been resolved.

Check the rules where the property is located

Tenancy deposit requirements, inventory practices and dispute procedures are not identical across England, Wales, Scotland and Northern Ireland. The relevance and weight given to photographs can also depend on the circumstances and the other evidence available.

Check current guidance from the government, tenancy deposit scheme or housing body covering the property’s jurisdiction. If a serious disagreement develops, consider obtaining advice from an appropriate housing adviser or legal professional rather than relying on photographs alone.

The most useful final check is simple: confirm that the landlord or letting agent received your corrections and can identify the files. A dated record stored only on your phone may be accurate, but it is far less useful if nobody else knew it existed.

Source: Editorial research