Property · free template

Inventory and Check-In Form

Room-by-room property inventory and condition record completed at tenancy check-in, with photos and meter readings.

A ready-to-use real estate & property form for agents, lettings teams and property managers: 18 questions, 3 pages, 2 conditional rules.

Questions: 18
Pages: 3
Layouts: classic
Conditional rules: 2
Typical time: 10 min

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Also filed under

Tenancy & maintenance

Live preview and test console

This is the real form. Answer it to test the flow — nothing is sent or stored.

Page 1 of 3 — Property and readings

This template runs as a straight sequence — no branching rules.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Inventory and Check-In Form is built for agents, lettings teams and property managers who need to pre-qualify enquiries and gather documents up front.

Agents, lettings teams and property managers working in real estate & property.
Teams who need to pre-qualify enquiries and gather documents up front without writing code or paying for a custom build.
Anyone replacing viewings booked with people who were never eligible with one structured record per enquiry.
Respondents are buyers, renters and landlords — the form asks them 18 questions across 3 screens.

Why this form is useful

It removes the cost of viewings booked with people who were never eligible and turns each submission into a record your team can act on immediately.

7 questions are required, so submissions arrive complete instead of needing a follow-up email.
It accepts a document or photo upload as evidence.
It records a signature you can keep as proof of agreement.
It pins the request to a specific date.
It captures a full postal address.
It captures a numeric value you can filter and sort on.
Conditional logic hides 2 questions until they are relevant — shorter forms convert better than long ones.
Splitting the form across 3 pages keeps each screen short and shows respondents how much is left.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

1Press “Use this template” — a fresh copy of Inventory and Check-In Form lands in your workspace, ready to edit.
2Rename or delete any question, and change what is required. Nothing here is fixed.
3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
4Check the upload limits on the file question so respondents can attach what you actually need.
5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 2 conditional rules ship with it.

Features conditional validation: if “Does the tenant agree the inventory is accurate?” is No — see notes, “Tenant's notes of disagreement” becomes mandatory before the form can be sent.
Features conditional validation: if “Is furniture included?” is Yes, “Furniture condition notes” becomes mandatory before the form can be sent.
All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

A dispute over a deposit almost always comes down to whether the property's condition at move-out matches its condition at move-in, and that comparison only works if the move-in record was thorough. This form goes room by room, capturing the condition of walls, flooring, fixtures and any furniture included, with a photo upload against each area so the written note has visual backup. Meter readings for gas, electricity and water are recorded on the same visit, since move-in day is the only point both landlord and tenant can agree on a fixed baseline reading. Keys handed over are counted and listed by type, which sounds minor but is one of the most common sources of a move-out dispute. A tenant sign-off section lets the incoming tenant agree the record is accurate or note any disagreement at the time, rather than only ever seeing the inventory again at the end of the tenancy when memories and evidence have both faded. Kept alongside the signed tenancy agreement, this record does the quiet work of making a deposit deduction either clearly justified or clearly not.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Property and readings

Property address
Check-in daterequired
Gas meter reading
Electricity meter reading
Water meter reading
Number of keys handed over
Key types (e.g. front door x2, back gate x1)

Page 2 — Room-by-room condition

Living areas — condition of walls, flooring and fixturesrequired
Kitchen — condition and included appliancesrequired
Bedrooms — condition of walls, flooring and fixtures
Bathroom — condition of fixtures and fittings
Is furniture included?required
Furniture condition notes
Photos of property condition

Page 3 — Sign-off

Does the tenant agree the inventory is accurate?required
Tenant's notes of disagreement
Tenant signaturerequired
Landlord/agent signaturerequired

18 questions in total.

How the form changes as it's filled in

This template ships with 2 conditional rules, grouped into 2 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Does the tenant agree the inventory is accurate?”

Makes answers required
If “Does the tenant agree the inventory is accurate?” is No — see notes, “Tenant's notes of disagreement” becomes required before the form can be submitted.

Driven by “Is furniture included?”

Makes answers required
If “Is furniture included?” is Yes, “Furniture condition notes” becomes required before the form can be submitted.

Set it up step by step

1
Take photos against every room, not just problem areas
A clean, undamaged room photographed at check-in is exactly what proves it was returned that way at check-out.
2
Record meter readings on the same visit
This is the only reliable point both parties are present to agree a baseline reading, so don't leave it for later.
3
Get the tenant's sign-off in the moment
Agreement recorded on the day carries far more weight in a dispute than a memory of what was agreed months earlier.
4
Count and describe keys specifically
"3 keys" is less useful later than "front door x2, back gate x1" if a key later goes missing or doesn't work.

Mistakes to avoid

Skipping photos for rooms that already look fine, leaving no baseline if damage is later disputed.
Not capturing meter readings at check-in, making later utility disputes impossible to resolve fairly.
Treating tenant disagreement at check-in as unimportant instead of recording it in the notes field at the time.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Store the signed inventory with the tenancy agreement and use the same room-by-room structure for the check-out inspection so the two records compare directly.

Works in this layout

Browse classic templates

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Privacy & compliance

This form collects health information. Keep access limited to the people who need it, turn on encrypted answers for the clinical questions, and set a retention window so records don't sit in the dashboard forever.

Frequently asked questions

When should this be completed?

On the day the tenant takes possession of the property, ideally with both the tenant and landlord or agent present.

What if the tenant disagrees with part of the inventory?

Record their disagreement in the notes field at the time rather than resolving it verbally and leaving no written record — the logic rule makes this required if they don't agree.

Do I need a matching check-out form?

Yes — use the same room-by-room structure at check-out so the two inventories can be compared directly when assessing any deposit deductions.

Is this needed alongside the Tenancy Application Form?

Yes, they serve different points in the process — the application assesses the tenant before move-in, this inventory records the property's condition at the moment they move in.

Is the Inventory and Check-In Form template free to use?

Yes. You can preview and test Inventory and Check-In Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Inventory and Check-In Form template ask for?

It asks 18 questions across 3 pages, 7 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Inventory and Check-In Form form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic layout, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this real estate & property form work?

2 conditional rules ship with the template: Features conditional validation: if “Does the tenant agree the inventory is accurate?” is No — see notes, “Tenant's notes of disagreement” becomes mandatory before the form can be sent. Features conditional validation: if “Is furniture included?” is Yes, “Furniture condition notes” becomes mandatory before the form can be sent. All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other. All rules are editable in the Logic tab.

Where do responses to the Inventory and Check-In Form form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Inventory and Check-In Form form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Can respondents upload files?

Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.

Is the signature on this form legally usable?

The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.

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