Inventory list and inspection report for rentals – here’s how to do it

By Mallbutiken · Facts checked September 30, 2026 · Approximately 5 minutes read

An inventory list shows what is left behind in the home. An inspection report describes the condition at a specific point in time. Use them together before moving in and compare with the same documentation when moving out. Document quantities, existing marks, photos, and keys so that you can later understand what you actually saw and agreed upon.

What is the difference between the documents?

The inventory list does not replace the rental agreement and does not in itself grant permission to rent out. If you have not yet regulated the actual rental, start with the guide to rental agreements and tenancy contracts.

Before moving in: go through the home together

1. Identify the property and the occasion. Write down the address, any apartment number, date, participants, and reference to the rental agreement.
2. Work room by room. Follow the same order through the home. Also check storage units and other included spaces.
3. Count and describe inventories. Distinguish, for example, between four dining chairs and one office chair. Note model or other identification when it helps.
4. Describe visible defects. Specify location, approximate size, and what you actually see. Write "not inspected" when something has not been examined.
5. Link photos to the rows. Use a photo ID that appears both in the report and in the file name.
6. Count keys and tags. Write down quantity and type. Check functionality where practically possible.
7. Read through and keep a copy each. Ensure that the same attachments accompany both copies.

This is a practical workflow, not a legally prescribed form. Adjust the scope according to the home and the rental. A furnished villa often requires more identified items than an unfurnished room.

Example: write so the note can be used later

Unclear: "Table – okay." It does not say which table is referred to or if a mark was already present.

Clearer, fictional example: "Kitchen, oak dining table, one piece. Approximately 4 cm scratch at the right corner facing the window. Photo K03, taken at move-in. Both parties have seen the mark."

The note should describe the observation without exaggerating precision. Do not write "flawless" if you only took a quick look. If a dishwasher was not test-run, you can state that its exterior was examined but its function was not tested.

Photograph both the whole and the detail

First take an overview photo where the item's placement is clear, and then a detail photo of the defect. Use clear file names, such as K03-table-scratch.jpg. Save the original files and note the date in the report. A date in the file name is not, by itself, proof of when the picture was taken.

Ensure that both parties have access to the same photo attachment and that the links do not stop working after a few days. Avoid including personal documents or other unnecessary information in the pictures.

Upon moving out: compare instead of starting over

Use the move-in documentation as a reference and create a new, dated move-out report. Mark what is unchanged, what has been added, and what cannot be determined. Check inventory and keys against the same identification as at move-in.

Keep cleaning, missing items, and damages separate. Describe a stain left behind as an observation before you decide on cleaning, action, or cost. Preserve older versions instead of overwriting them.

Normal wear and tear or compensable damage?

A home changes when it is used. Normal wear and tear must be distinguished from damages for which the tenant is responsible. According to Chapter 12, Section 24 of the Swedish Land Code (Jordabalken), the tenant has a duty of care and may be liable for damages caused by their own negligence or by negligence or omission by people covered by the provision.

The assessment requires more than something looking worse at move-out. Previous condition, duration of use, cause of damage, and other circumstances play a role. The report can help clarify the sequence of events but does not in itself determine a dispute or a reasonable compensation amount.

Defects that need to be addressed urgently should not just be entered into the next report. The Land Code also contains obligations to notify the landlord of damages and defects.

If you are not in agreement during the inspection

Note both parties' viewpoints. Write, for example, that the landlord assesses a mark as new while the tenant states it was present at move-in. Refer to photos and previous notes without making one person's opinion a joint finding.

Explain what the signature signifies. A document confirming observations does not necessarily have to contain an admission of payment liability. If someone does not want to sign, note this and provide an opportunity to submit their own comments. Do not let a missing signature look like an approval.

Frequently Asked Questions

Are photos enough?

Photos show what can be seen, but do not always describe quantities, functionality, the parties' different viewpoints, or which keys were handed over. Feel free to combine them with short, precise notes.

Is this a technical inspection?

No. A joint review of visible condition does not replace expert assessment of, for example, moisture, electricity, or the building's construction.

Can the documents be in English?

Choose a language that both parties understand and ensure that the material is suitable for Swedish rentals. Do not just translate the heading; condition descriptions and reservations also need to be understandable.

Get a common structure for the review

Mallbutiken's inventory list and inspection report in Word/PDF help you gather information about inventory and the home's condition. Adjust the material and read the guide before use.

See the inventory list and inspection report

Do you need English? See the English version for rentals.