Introduction
Understanding fair wear and tear is a key part of inventory reporting. Part of our role is to record whether a change is consistent with damage or neglect, or with natural use, wear and ageing.
Every property changes over the course of a tenancy. Most of the time these changes are entirely normal and part of everyday living. This guide explains how we interpret fair wear and tear, and how a professional inventory clerk approaches it.
What is fair wear and tear?
Fair wear and tear is the gradual deterioration that comes from normal, reasonable use and ordinary ageing. It is the natural decline you would expect to see over the course of a tenancy.
Wear and tear versus damage
| Fair wear and tear | Damage |
|---|---|
| Carpet flattened or shading in use areas | Carpet burns, large stains or holes |
| Light scuffing to walls at mid to low level | Paintwork touched up in a non-matching colour |
| Curtains faded by sunlight | Curtains torn, mould spotted, hooks missing or pulled from the rail |
| Discoloured bath sealant, especially in hard water areas | Cracked bath panel or chipped enamel to the bath |
The distinction lies in the cause, not necessarily the appearance.
Examples from our reports
Fair wear and tear
Damage
What influences fair wear and tear?
What counts as fair wear and tear differs from property to property. What is reasonable in one set of circumstances may not be in another, so as inventory clerks we take several factors into account:
- Length of tenancy: the longer the tenancy, the more wear can reasonably be expected.
- Number of occupants: relative to the size of the property.
- Type, quality and age of items: a cheap carpet will always wear more quickly than a good-quality one.
- Condition at the start: walls that are already marked will show more marks and deteriorate further over time. In our experience, when a property is handed over in good, mark-free condition, tenants tend to follow suit.
- Location and use of rooms: how a room is positioned and used affects how quickly it wears.
Realistic expectations over time
No property will ever be returned in exactly the condition it was handed over in. All materials have a lifespan, and we use the factors above to judge whether a change is wear and tear or damage.
Typical signs of natural ageing include:
- Paintwork: dulls, picks up slight marks, and may show cracks as the building settles.
- Carpets: flatten, indent under furniture, and shade from sunlight or heavy use.
- Hard flooring: develops fine surface scratches.
- Fabrics: may discolour or show minor pilling.
- Sealant and grout: absorb moisture and become discoloured.
These changes are gradual and generally consistent with fair wear and tear over the length of a tenancy.
Common examples, room by room
Each room is assessed on its own terms, according to how it is used. For example, an entrance hall carpet will show significantly more wear than a bedroom carpet.
Much of the fair wear and tear in a property is found in the decor:
- Carpets: become indented and slightly flattened, particularly in walkways.
- Walls: may become lightly scuffed and marked, especially in high-traffic areas.
Provided these marks are light, they would usually be recorded as fair wear and tear.
How inventory clerks assess fair wear and tear
Wear and tear is judged by comparing two points in time, the check-in and the check-out, and asking whether any change is consistent with normal use or shows signs of damage or neglect.
The check-in report
The check-in report records the condition of each item at the start of the tenancy. At the check-out, the clerk works from that original report and records any changes. This is why the quality and detail of the check-in are so important: they underpin every decision at the check-out.
Mid-term inspections
Mid-term inspections are a valuable way to see how the property is faring during the tenancy. They also show what the tenant is living with. For example, a room with heavy gym equipment will show more wear on the carpet, so padded matting should be used underneath to prevent further damage.
Photographic evidence and detailed descriptions
All our inventories include photographs of every area, with written descriptions of any marks, wear or damage. We record the approximate size and location of each mark, which is far more useful than simply stating that a wall is marked.
Why consistency matters
Reports you can trust
Our consistency and level of detail give agents, clients and landlords confidence that our reports will stand up when it matters.
Impartial, professional assessments
Inventory clerks are independent. Our job is to state the facts. We do not side with the tenant or the landlord; we act purely as an impartial third party and apply the same approach to every property.
Consistency also means taking the same photographs at check-in and check-out, so any difference is clear, and using the correct wording. If a carpet is described as having light wear on one report and heavy wear on the next with no real change, both reports lose their value.
Aligned with professional standards
We follow recognised industry practice and are members of the Association of Independent Inventory Clerks (AIIC) and ARLA Propertymark. We work to established standards in terminology, photography and report structure, so our reports stand up if a case ever goes to adjudication.
Common misunderstandings
One of the most common phrases we hear is: “It was like this when we moved in.” That may well be true, but the check-in report may show otherwise. Cleanliness and the condition of new items will be closely scrutinised at check-out, particularly where they were not noted at check-in.
Misjudging damage as wear, or wear as damage, undermines a check-out report. A large stain or a burn, for example, is not general use: it is the result of a specific incident.
How tenants can help
Review the check-in report
When the report is sent to the landlord and tenant, they should read it carefully and send any comments within 7 days of receiving it. If no comments are received, the report is deemed agreed and stands until the check-out. Anything that needs questioning should be sent to us so we can assess it and amend the report where needed.
Where tenants attend the check-in and check-out, most queries are resolved on the spot. This avoids follow-up emails and disputes, because points have already been explained in person.
Report maintenance issues
Tenants should report all maintenance issues promptly, for example a damaged ceiling, a door catching on the floor, a loose handle or a loose toilet seat. Landlords keep a record of reported issues, whether or not they are repaired. Problems addressed early cause far fewer issues later on.
Historical context
Where we have visited a property before, we often use that history to inform our assessment. If a property once suffered from rising damp and it is returning, we will know this and can record its history accurately. Likewise, if carpets were replaced between tenancies, we will have a record of it.
Conclusion
Fair wear and tear is not about perfection. Homes are meant to be lived in, and nobody expects you to cover yourself in bubble wrap. The real question is whether the property has changed in line with reasonable use, or whether it has been damaged or neglected.
Professional, consistent inventory reporting is what makes that question answerable. A detailed check-in, clear evidence, impartiality and precise descriptions at check-out give landlords, agents and tenants a reliable, shared record of the property’s condition.
