From the AI playbook for landlords and letting agents

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Job 5 of 20ChatGPTGoogle Docs

Turn check-in photos and notes into a clear inventory summary

Deposit disputes are decided on evidence. A clear, dated inventory with photos protects both sides.

Time: 30 minutes per propertyTool cost: you can start with a free AI tool

A free AI chat tool, then Google Docs or your inventory app

Steps

Walk each room taking dated photos and voice notes on condition.
Run the prompt below with your notes.
Attach the photos, have the tenant review and sign, and both keep a copy.

The exact prompt

Copy, paste, then fill in the [brackets]

Turn my check-in notes into a room-by-room inventory and schedule of condition.
For each room: items, condition (good / fair / poor) with specific notes (e.g. "2cm scuff on skirting by door"), and photo references.
Use only my notes. Neutral, specific wording.

Notes:
[paste]

✓ Check before you send

Every note matches a photo.
The tenant agrees and signs.
Copies are stored safely.

UK notes extra

Deposit disputes in England and Wales go through the deposit scheme's free dispute service. GOV.UK: deposit protection.

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑

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See all 20 jobs in the landlords and letting agents playbook → · AI agent playbooks for landlords and letting agents →

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