What should a furnished rental inventory list include?
A furnished rental inventory is a signed, room-by-room list of every item you provide, with its condition and a photo, made on move-in day. It matters because without it you cannot show at move-out what was there or what has changed. List each item by name and count, note scratches or stains, and have the tenant sign and date it.
Why a furnished lease needs an inventory
In an unfurnished rental the questions at move-out are about the walls and floors. In a furnished rental there are also dozens of items that can be broken, stained or missing. If a tenant says the sofa was always stained and you have no record, you are arguing from memory. A signed inventory turns that into a comparison.
It also helps with the tax side. Furniture and appliances you buy for a rental are depreciated as 5-year property under IRS rules, so a list of what you own and when you bought it is the record you need anyway.
Room by room: what to list
| Room | List these items | Note the condition of |
|---|---|---|
| Living room | Sofa, chairs, tables, lamps, TV and stand, rug, curtains | Upholstery stains, scratches, remote controls present |
| Kitchen | Pots and pans, plates, glasses, utensils, small appliances, coffee maker | Count of each; chips; cleanliness |
| Bedrooms | Bed frame, mattress, mattress protector, dresser, nightstands, lamps | Mattress stains, drawer function |
| Bathrooms | Towels, shower curtain, bath mat, trash can | Mold, grout, fixtures |
| Linens | Sheets, blankets, pillows, towels by number | Wear, stains |
| Outdoor or other | Patio furniture, grill, parking pass, keys, remotes, garage openers | Rust, count of keys |
Count things that tend to disappear: spoons, towels, remotes and keys. Write the number, not "some."
How to photograph it
- Photograph each room from two corners, then each item that has a flaw.
- Photograph serial numbers or labels on TVs and appliances.
- Turn on lights and appliances once and note that they work.
- Keep photos with the date visible, in a folder named for the unit and the stay.
- Have the tenant walk through, mark corrections and sign the list the same day.
Do the same walk when the tenant leaves, with the same list. The difference between the two lists is the basis for any deduction.
Using it at move-out
Walk the unit with the signed list in hand. Mark each item as present, present with a new flaw, or missing. Normal wear and tear is not a charge in most states, such as a lightly worn sofa cushion. A new burn, a broken lamp or a missing blender is. For the rules on what you can charge and the deadline to return a deposit, see the guides on wear and tear versus damage and the itemized deposit statement.
Example a made-up inventory lists 12 dinner plates, 6 towels and 1 remote. At move-out the owner finds 11 plates, 6 towels and no remote. The owner documents the two missing items with the move-in list and prices them at replacement cost with a receipt, not at a guess, and takes only what the lease and state law allow.
Price replacements at actual cost, with a receipt or listing, and reduce for age when your state requires it. Some states limit deductions to the actual cost of damage. Check your state before you charge.
How DoorKeeping handles it
DoorKeeping keeps the signed lease, the documents you upload and your email to the tenant under the property, so the inventory and the photos are stored with the lease they belong to. At move-out you can ask Claude or ChatGPT to pull the lease and the documents for that unit. DoorKeeping never holds your money and sends a payment only when you approve it.
Sources
- IRS Publication 527, Residential Rental Property, read Oct 31, 2026
- IRS Publication 946, How To Depreciate Property, read Oct 31, 2026
Questions
- Does the tenant have to sign the inventory?
- It is not always legally required, but a signed and dated inventory is far stronger evidence than one the tenant never saw. Ask for a signature on move-in day.
- Can I charge for a worn sofa?
- Usually not for normal wear and tear. Charges are for damage beyond normal use, and many states expect you to account for the age of the item.
- How many photos should I take?
- Enough to show each room and each flaw clearly. Two wide shots per room plus a close photo of each flaw is a good start.