INVENTORY AND FIXTURES SCHEDULE
Annexure to the Rent Agreement dated __________
This Schedule records what is in the property and the condition each item was in on the day possession (kabza) was handed over. Both sides sign it at handover. The same Schedule is used again at the end of the tenancy to decide what, if anything, may be deducted from the security deposit.
Parties
Landlord: __________
Address:
Email / mobile for notices: __________
Tenant: __________
Permanent address:
Email / mobile for notices: __________
The Property
__________
Furnishing: __________
Security deposit held under the Rent Agreement:
Handover
Date of handover: __________
Time:
Present at the inspection:
1. What this Schedule is
1.1 This Schedule forms part of the Rent Agreement dated __________ between the Landlord and the Tenant for the Property. Words defined in the Rent Agreement carry the same meaning here.
1.2 The Landlord and the Tenant inspected the Property together on __________ and jointly recorded the items and conditions set out below.
1.3 If anything in this Schedule conflicts with the Rent Agreement, the Rent Agreement prevails — except on the factual record of what was present and in what condition on the handover date. On that, this Schedule is the agreed record.
2. How to read the entries
2.1 Every item is recorded in this order:
Item | Description (make, model, colour, size) | Quantity | Condition | Remarks (specific marks, scratches, stains, dents, photo reference)
2.2 The Condition of each item is recorded using one of these six words only:
- New — unused, still in original condition.
- Good — working, and free of any visible damage.
- Fair — working, with ordinary marks or wear. The marks are described in Remarks.
- Poor — working, but noticeably worn, chipped, stained or damaged. The damage is described in Remarks.
- Not working — present but faulty or out of order. The fault is described in Remarks.
- Missing — listed but not actually provided at handover.
2.3 An entry of New or Good with no remark means both parties agree that the item had no visible damage on the handover date. Vague entries such as "OK", "as is" or "used" are not condition entries; before signing, both parties should replace any such entry with one of the six words above.
2.4 Where a photograph was taken of a mark or defect, the Remarks column carries its number — for example, "scratch on left door — photo 12".
2.5 Quantities of keys, utensils and similar countable items were counted out loud by both parties before being written down.
3. Fixtures and fittings
4. Electrical fittings, lights and fans
5. Appliances and white goods
6. Furniture and soft furnishings
7. Other items
8. Keys, locks and access devices
8.1 The following keys and access devices were handed to the Tenant on __________:
__________
8.2 The Tenant will return every key and access device listed above at check-out. If a key or device is not returned, the Landlord may replace the affected lock, card or remote and deduct the reasonable cost of that lock, device and its keys — and nothing beyond that — from the deposit.
8.3 The Tenant will not change any lock, or add a lock of their own, without the Landlord's written consent. If consent is given, the Tenant will hand the Landlord a working key straight away.
8.4 Where the society charges a refundable deposit for an access card, sticker or remote, that deposit stays with whoever paid it and is settled separately from the security deposit.
9. Meters and readings
9.1 Electricity — Meter number:
Reading on __________: __________
9.2 Other meters:
9.3 A photograph of the face of every meter listed above was taken on the handover date, showing the reading and the meter number.
9.4 Each party bears the utility charges for their own period. Consumption up to the readings in this clause is the Landlord's; consumption after those readings, up to the readings taken at check-out, is the Tenant's.
9.5 At check-out the Tenant will clear every utility, piped gas, internet and society charge that the Rent Agreement makes the Tenant's responsibility, up to the check-out date, and hand over the receipts. Charges that the Rent Agreement places on the Landlord remain the Landlord's.
10. Condition of the Property itself
11. Defects and damage already present at handover
11.1 The following already existed on __________ and are not the Tenant's responsibility:
__________
11.2 No deduction may be made from the security deposit for anything recorded in clause 11.1, or for any condition already recorded against an item anywhere in this Schedule.
11.3 If an item recorded as Not working or Poor is one the Landlord agreed to repair or replace, the Landlord will do so within a reasonable time of handover, at the Landlord's cost.
12. Photographs and video record
12.1 The photographic record of the Property at handover is as follows:
12.2 Both parties confirm they hold the same set of photographs and video, that the numbering matches the references in this Schedule, and that they will keep their copies until the security deposit has been fully settled.
12.3 Neither party will alter, crop or re-date any image in the record. The originals stay on the device that took them.
13. Corrections within 7 days
13.1 If either party finds that something has been missed, wrongly described, wrongly counted or wrongly graded, they may notify the other in writing — at the email or mobile given above — within 7 days of __________, with photographs.
13.2 The other party will not unreasonably refuse a correction that the photographs support. Agreed corrections are written into a short addendum, signed and dated by both parties, which then forms part of this Schedule.
13.3 After that period, and subject to any signed addendum, this Schedule is the agreed record of the Property and its contents as on the handover date.
14. During the tenancy
14.1 The Tenant will keep the Property and everything listed in this Schedule in the same condition as recorded here, fair wear and tear excepted.
14.2 Fair wear and tear means deterioration caused by ordinary, reasonable use over the length of the tenancy and by the passage of time. It does not include damage caused by negligence, misuse, accident or neglect. Faded paint, minor scuff marks on walls and floors, small nail holes made for normal fixtures, and the normal ageing of appliances, tapware, upholstery and furniture are fair wear and tear.
14.3 Consumables and routine servicing — unless the Rent Agreement says otherwise, the Tenant pays for bulbs and tubelights, RO filters and candles, gas pipe and regulator, and routine servicing during the tenancy, including air-conditioner servicing and gas top-up. The Landlord pays for repair or replacement of any listed item that fails because of age or a manufacturing defect, and for all structural, waterproofing, seepage and plumbing repairs not caused by the Tenant.
14.4 The Tenant will report any breakdown, leak or damage to the Landlord in writing promptly. If a delay in reporting makes the damage worse, the Tenant bears the cost of the additional damage only.
14.5 The Tenant will not remove, sell, replace, exchange or give away any listed item without the Landlord's written consent, and will not shift heavy fixed items between rooms.
14.6 The Tenant may install their own fittings — wall mounts, curtains, a water purifier, and the like — and will remove them at check-out and make good the holes and marks. Anything the Tenant leaves behind may be removed and disposed of by the Landlord after giving the Tenant 15 days' written notice, at the Tenant's reasonable cost.
14.7 Where a listed appliance is still under manufacturer warranty, the Landlord will provide the invoice and warranty card on request so that a claim can be made rather than the item replaced at anyone's cost.
15. Check-out inspection
15.1 On or before the last day of the tenancy, or on a date both parties agree, the Landlord and the Tenant will inspect the Property together using this same Schedule.
15.2 Fresh meter readings will be taken and fresh photographs of the same items and areas will be made, so that the two sets can be compared item by item.
15.3 The condition of each item at check-out is recorded in the table at clause 18, and both parties sign it there.
15.4 If one party fails to attend after being offered a reasonable date and time in writing at least three days in advance, the other may carry out the inspection alone with dated photographs and send the record within 48 hours. That record stands unless it is challenged in writing, with evidence, within 7 days.
16. Security deposit — what may and may not be deducted
16.1 The Landlord may deduct from the security deposit only for:
(a) items listed in this Schedule that are missing at check-out;
(b) damage beyond fair wear and tear;
(c) unpaid dues that the Rent Agreement makes the Tenant's responsibility; and
(d) leaving the Property materially dirtier than it was recorded as being at handover.
16.2 No deduction may be made for fair wear and tear, or for any condition already recorded in this Schedule at handover.
16.3 Repainting — no deduction may be made for repainting the Property on account of fair wear and tear. If the Rent Agreement expressly requires the Tenant to repaint or to contribute to painting, that clause applies and the amount is as stated there, and nothing more.
16.4 No new-for-old — for a damaged or missing item, the deduction is the lower of (a) the reasonable cost of repairing it and (b) the cost of replacing it with an item of the same kind, of similar age and condition. The Landlord may not charge the price of a brand-new item for one that was not new at handover.
16.5 The Tenant may, before check-out, repair or replace a damaged item themselves to a comparable standard. If they do, no deduction may be made for that item.
16.6 Within __________ days of check-out the Landlord will give the Tenant a written, itemised statement of every deduction, identifying the row of this Schedule it relates to and attaching the bill, quotation or photograph relied on, and will refund the balance of the deposit by bank transfer to the Tenant's account.
16.7 Any amount not supported as required by clause 16.6 is not deductible and remains payable to the Tenant.
17. If there is a disagreement
17.1 The parties will first try to settle it themselves, within 15 days, by re-inspecting together or by exchanging the photographs taken at handover and at check-out.
17.2 If that fails, the dispute resolution and jurisdiction clauses of the Rent Agreement apply. If the Rent Agreement has none, the courts having jurisdiction over the Property will decide.
18. Check-out record
To be filled in and signed by both parties at check-out.
Date of check-out inspection: ______________________
Electricity meter reading at check-out: ______________________
Other meter readings at check-out: ______________________
| Item (row from this Schedule) | Condition at check-out | Fair wear and tear? | Amount claimed |
|---|---|---|---|
All keys and access devices returned: Yes / No — if No, list what is missing: ______________________
Items missing at check-out: ______________________
Total deduction agreed: ______________________
Balance of deposit refundable: ______________________
19. Execution
19.1 This Schedule is signed in two originals, one for each party. Both parties have initialled every page, including any photograph sheet or addendum annexed to it.
19.2 This Schedule is annexed to and forms part of the Rent Agreement dated __________. It is a record of possession and condition only, and by itself creates, transfers or extinguishes no right, title or interest in the Property.
SIGNED AT HANDOVER on __________
LANDLORD
Signature: ______________________
Name: __________
Date: __________
TENANT
Signature: ______________________
Name: __________
Date: __________
WITNESS 1
Signature: ______________________
Name: ______________________
Address: ______________________
WITNESS 2
Signature: ______________________
Name: ______________________
Address: ______________________
SIGNED AT CHECK-OUT
LANDLORD
Signature: ______________________
Name: __________
Date: ______________________
TENANT
Signature: ______________________
Name: __________
Date: ______________________