A detailed inventory list is one of the simplest ways to protect yourself when renting a furnished apartment. Whether you’re a landlord or a tenant, having a clear record of every item in the property helps prevent confusion and disagreements down the line.
Our free furnished apartment inventory template lets you document everything from major furniture pieces to small kitchen items, note their condition, and keep everyone on the same page.
The template is available in Google Sheets, Excel, and PDF formats, allowing you to choose the format that best suits your situation and customize it to meet your specific needs.
What Is a Furnished Apartment Inventory Spreadsheet?
A furnished apartment inventory spreadsheet is a detailed document that lists and tracks all furniture, appliances, and equipment provided in a rental property.
This spreadsheet serves as a critical reference point for resolving disputes about damages, missing items, or security deposit deductions.
Download Spreadsheet Daddy’s Free Furnished Apartment Inventory Management Spreadsheet
Our inventory template helps landlords keep track of all furniture and items in their rental properties.
The template is flexible and can be customized by adding or removing columns to match your specific needs.
What’s included
- Ready-to-use format: The template features professional headers for property address, landlord details, tenant information, and lease dates, as well as pre-formatted rows with 60+ inventory line items. The structure can be easily expanded to accommodate additional furniture and appliances while maintaining consistent formatting.
- Comprehensive item tracking system: Each row includes fields for serial number, item name, category, quantity, and condition status. This provides a complete record for every piece of furniture, appliance, and fixture included in the furnished rental property.
- Built-in maintenance scheduler: Track the last maintenance date and next scheduled maintenance date for each item. This helps landlords stay on top of appliance servicing, furniture repairs, and regular upkeep to extend the lifespan of their assets and avoid unexpected replacement costs.
- Purchase and warranty documentation: Record critical financial details, including date purchased, purchase price, vendor or store name, and warranty information. The template includes an automatic total value calculator that calculates the entire inventory value for insurance purposes and depreciation tracking.
- Flexible notes: A dedicated notes column allows you to add item-specific details like damage descriptions, special features, or tenant responsibilities.
How to Use Our Furnished Apartment Inventory Spreadsheet Template
1. Choose your preferred format: make a Google Sheets copy, download as Excel, or save as PDF to begin using the template.
2. Enter the apartment address, landlord’s name and contact number, tenant’s name and contact number, and the lease start and end dates. Any additional information can be recorded in the Notes field.
3. Complete the Item Details section by entering all essential information about each furnishing:
- Serial Number: Enter the unique identifier or tag number assigned to track this specific item.
- Item Name: Record the descriptive name of the furniture or appliance (e.g., “Queen Bed Frame,” “Microwave Oven”).
- Category: Specify the classification type (Electronics, Appliances, Furniture, Jewelry & Watches, Clothing & Accessories, etc.).
- Quantity: Indicate how many units of this item are present in the apartment.
- Condition: Document the current state of the item (New, Excellent, Good, Fair, Poor, etc.).
4. Document upkeep requirements in the Maintenance section to ensure proper care scheduling:
- Last Maintenance Date: Record when this item was most recently serviced, cleaned, or inspected.
- Next Maintenance Date: Specify the planned date for the upcoming maintenance or inspection cycle.
5. Track financial information in the Purchase Information section for accurate valuation and warranty management:
- Date Purchased: Enter when the item was initially acquired for the apartment.
- Purchase Price: Record the original cost paid for this item.
- Store: Include the name of the retailer or vendor where the item was purchased.
- Warranty Details: Document any warranty coverage, including expiration dates and terms.
- Total Value: The template automatically calculates the current assessed worth of the item for insurance and replacement purposes.
6. Include additional observations or details in the Notes portion as appropriate.
