Property inventory for a lease — free template in PDF and Word
Download the property inventory template for a furnished let, free, in PDF and Word — tables by room, quantity, condition and signatures.
- NRAU-compliant
- PT and bilingual PT/EN
- Editable PDF + Word
- 100% free
Free template
The property inventory is the annex to the lease that lists, room by room, the furniture, appliances and equipment in the property, with quantity and condition on the day the keys are handed over. Download the template free in PDF and Word, or enter the property details and generate the finished document in the Aluseg app.
- Ready-made tables by room, with the most common items already listed
- Columns for quantity, condition and notes, with blank rows to add items
- Final checklist: photographs, keys and meter readings
- Bilingual PT/EN template available, in addition to the Portuguese PDF and Word
What a property inventory is and when to use it
The property inventory is the annex to the lease that records, room by room, the furniture, appliances and equipment in the let property — with the quantity and condition of each item at the start of the contract. It is used above all in furnished lettings, filled in when the keys are handed over, together with the check-in inspection.
While the check-in inspection records the condition of the rooms, walls, floors and fixed equipment, the inventory focuses on movable items: what is in the property and in what quantity. The two documents are complementary and, together, support any claim on the security deposit at the end of the tenancy — without a record signed by both parties on entry, it is hard to prove what was missing or damaged on exit.
What this property inventory template includes
- Header with the identification of the property, the contract reference, the date and the parties.
- Tables by room (hall, living room, kitchen, bedrooms, bathroom, balcony, storage room and garage), already listing the most common items for each room.
- Columns for quantity, condition (New, Good, Fair, Used, Damaged) and notes, with blank rows to add items not listed.
- Final confirmations on photographs, keys and meter readings.
- Signature space for the landlord and the tenant, with date and place.
The template is available in a Portuguese-only version and in a bilingual Portuguese/English version, useful when one of the parties does not speak Portuguese well — for example, in lets to students or foreign workers.
How to fill in the inventory step by step
- Fill in the header with the property address, the contract reference, the date and the names of the parties.
- Go through the property room by room, confirming or correcting the items already listed in each table.
- Record the quantity and condition of each item, and add the missing ones in the blank rows — including those that fall into no predefined category.
- Take supporting photographs, especially of higher-value items or items already showing some wear, and label them with the name of the room.
- Confirm the meter readings and the handover of the keys in the final confirmations.
- Both parties sign at the same time and each keeps a copy — on paper or scanned.
Legal basis and deadlines
Urban leases are governed by Law no. 6/2006 (NRAU) and by the general rules of the Civil Code, which give the parties contractual freedom to attach to the contract any supplementary documents they find useful — such as this inventory.
The rule that gives the inventory its value is article 1043 of the Civil Code: the tenant must maintain and return the property in the condition in which it was received, apart from deterioration inherent in prudent use (para. 1); and, where there is no document in which the parties described its condition at the time of handover, it is presumed to have been delivered in good state of repair (para. 2). The inventory is precisely that document — and it is what allows you to prove, item by item, what existed and in what condition.
This is where the link to the security deposit comes from: any deduction for missing or damaged items rests on this evidence. Remember that the deposit has a legal ceiling — up to the equivalent of two months' rent (article 1076(2) of the Civil Code) — so a rigorous inventory is worth more than a high deposit, which the law does not allow anyway.
There is no specific legal deadline for drawing up the inventory — good practice is to do it when the keys are handed over and to update it whenever the tenant changes.
Mistakes to avoid
- Not making an inventory for furnished properties — without a record, it is the landlord's word against the tenant's in a dispute over the deposit.
- Filling in the inventory but forgetting the signatures of both parties — without signatures, the document loses much of its evidential value.
- Not taking supporting photographs of the listed items, especially the higher-value ones.
- Confusing the inventory with the check-in inspection — they are complementary documents, not substitutes for each other.
- Not updating the inventory between tenants, keeping a list that is out of date with the items actually in the property.
Frequently asked questions
Is a property inventory required by law?
There is no general legal obligation to attach an inventory to every lease. In practice, it is strongly recommended whenever the property is let furnished or equipped, because it is the document that proves what was in the property and in what condition, and it is essential to support decisions about the security deposit.
What is the difference between the property inventory and the check-in inspection?
The check-in inspection assesses the condition of the rooms, walls, floors and fixed equipment of the property. The property inventory focuses on movable items — furniture, appliances, utensils — with the respective quantity. They are complementary documents: used together, they cover both the condition of the property and what is in it.
Can the property inventory be used to withhold the security deposit?
Yes, as evidence. The tenant must return the property and its contents in the condition in which they were received, apart from deterioration inherent in prudent use (article 1043(1) of the Civil Code), and, without a descriptive document on entry, they are presumed to have been delivered in good condition (para. 2). An inventory signed by both parties is the main evidence for justifying — or contesting — a deduction from the deposit for missing or damaged items. The deduction is always limited to the amount of the deposit, which the law caps at two months' rent (article 1076(2)).
Can I create the inventory online, already filled in?
Yes. In addition to the free PDF and Word template, you can fill in the inventory directly in the Aluseg app, linked to the contract and to the property inspection, with photographs and digital signature by both parties.
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