Inventory report (check-in and check-out) in Derby

Local tips for Derby

Renting in Derby: the local picture

20.7% of households in Derby rent privately (close to the England average of 20.5%), so inventory and check-out reports are everyday work for local landlords.

11.7% live in purpose-built flats and 1.4% in converted or shared houses, including bedsits — property types where a room-by-room inventory and photo record pay off at deposit return.

Homes in Derby: 25.5% detached, 38.7% semi-detached, 21.5% terraced and 11.7% purpose-built flats (England: 22.9%, 31.5%, 23.0% and 17.1%).

Source: ONS Census 2021 (town figures).

Getting to know Derby

Derby is in the Derby council area, in the East Midlands. On the council's ward map it takes in Alvaston North, Darley, Chellaston & Shelton Lock, Mickleover, Normanton, Mackworth & New Zealand, Abbey, Blagreaves, Alvaston South, Allestree, Oakwood and Arboretum wards.

Postcode-wise, Derby spans 10 districts: DE1 (Derby city centre), about 6,989 households; DE3 (Mickleover), about 7,191 households; DE21 (Chaddesden, Oakwood, Spondon and Breadsall), about 23,870 households; DE22 (Allestree, Darley Abbey, Mackworth Estate and Kedleston), about 20,078 households; DE23 (Heatherton Village, Littleover, Normanton and Pear Tree), about 21,687 households; DE24 (Allenton, Alvaston, Boulton and Osmaston), about 22,587 households; DE65 (Burnaston, Egginton, Etwall and Findern), about 9,147 households; DE72 (Ambaston, Aston-on-Trent, Borrowash and Breaston), about 8,924 households (2011 Census households, via Doogal). The same districts also take in Ash, Aston upon Trent, Barrow upon Trent, Barton Blount, Bearwardcote, Breadsall, Breaston, Breedon on the Hill, Burnaston, Calke, Castle Donington, Church Broughton, Dale Abbey and Draycott and Church Wilne, so an inventory clerk covering Derby will often know those streets too.

Next-door postcode districts: DE56 (Ambergate); DE7 (Horsley Woodhouse); DE14 (Branston); DE15 (Bretby); DE13 (Alrewas); DE6 (Ashbourne).

Ward by ward, Derby isn't all the same. Of its 23 main wards, private renting is highest in Arboretum (43% of households) and lowest in Aston (8%). For purpose-built flats, Darley leads (35%) and Oakwood has the fewest (1%). (ONS Census 2021, output areas summed to 2025 wards inside the town.)

Want more choice? The nearest bigger towns are Sheffield (~32 miles north) and Birmingham (~34 miles south-west), and professional inventory clerks based there may travel.

How old are the homes? Council tax records put 16% of Derby's homes before 1919 and 16% since 2000 (England: 20% and 18%), so the housing here is close to the England average. The biggest slice was built between 1973 and 1999 (25%). Older homes tend to have more original features to record, so allow extra time for the check-in. (VOA council tax stock, 2025.)

Your corner of Derby

The middle of Derby is in the DE1 postcode district. Source: ONS Postcode Directory, nearest postcode to the built-up area centre.

Nearby towns

Other checks in Derby

What’s involved

• A room-by-room record of condition and contents at the start of the tenancy (check-in), ideally mirrored at check-out.
• Photos and/or video with timestamps; meter readings; key schedules; appliance serials where useful.
• Tenant (or contract-holder) invitation to comment and sign / acknowledge within a sensible window.
• Independent clerks are common; landlords or agents can compile their own if thorough and fair — schemes care about quality of evidence, not a magic letterhead.
• No official public register of inventory clerks — ask for a sample report and how they date and photograph each room.

How long a typical visit takes

• Often 45–90 minutes for a furnished 1–2 bed flat.
• Often 1.5–3 hours for a larger furnished house or HMO with many items.
• Unfurnished shells are quicker; high-spec furnished lets take longer.
• Allow extra time for meters, outbuildings, and poor light (photos suffer at dusk).

What the landlord must have ready

• Confirmed move-in date, address, and who will attend (tenant, clerk, agent).
• All keys, fobs, parking permits, alarm codes — listed and tested.
• Utilities: gas, electricity, water meter locations and in-date readings.
• Forwarding / email for sending the report copy to the tenant promptly.
• Any known pre-existing defects you want clearly marked (so they’re not blamed later).
• Deposit scheme details (which scheme, protection deadline) — the inventory supports disputes; it doesn’t replace protection.

Tips to prepare

• Clean to the standard you expect at check-out before the inventory — photos freeze whatever’s there.
• Open curtains; replace blown bulbs; empty cupboards so condition is visible.
• Photograph meters, boiler pressure, smoke/CO alarm locations, and every room from two angles.
• Note brand and condition of sofas, mattresses, white goods — “mark on left arm” beats “sofa OK”.
• Give tenants a clear deadline to raise amendments; keep the signed PDF with the tenancy file.
• At check-out, use the same structure as check-in so comparisons are fair.
• This is best practice, not law. Deposit protection rules are law — protect on time and serve prescribed information for your nation/scheme.

How often it’s required

Friendly summary only — not legal advice. Rules can change. Use the official sources linked below before relying on this.

Official sources

Official references (opened / checked 26 Oct 2026) — not a substitute for the full text on those sites.

• DfC — landlord’s checklist for new private tenancies
• mygov.scot — what to give a private tenant

Common questions

• Do landlords legally need an inventory?
• How long does a check-in inventory take?
• What should be included in a landlord inventory report?
• Is an inventory the same as a certificate?
• When should the inventory be done — before or after the tenant moves in?
• How do inventory reports help with deposit disputes?
• Can a landlord do their own inventory?
• How long should I keep inventory photos and reports?

Answers sit in the sections above and on the Inventory & check-in reports hub FAQ.

England rules in brief

Deposits: protect a deposit in an approved scheme within 30 days; a dated check-in report is key evidence in disputes. Also see landlord rules for Derby. Full Inventory & check-in reports rules by nation · Quick guide · GOV.UK.

Frequently asked questions

More questions about inventory reports? See the Inventory & check-in reports FAQ.