Inventory Checklist Template

The fields and steps to include when you build an inventory checklist for a business, rental or home.

A real, editable checklist below — tick, tap a line to rewrite, drag to reorder.

  • Inventory Checklist Template
  • Choose inventory type
  • Pick a file format
  • Add item ID or SKU
  • Add item description
  • Add storage location
  • Add quantity on hand
  • Add condition column
  • Add net value
  • Add photo space
  • Add purchase details
  • Add room-by-room sections
  • Add expiry or use-by date
  • Add reorder highlighting
  • Record date of count
  • Count items physically
  • Reconcile with purchase records
  • Confirm total items and value
  • Sign and date the sheet
  • Schedule the next count
Get Clear →

Tick the circles, tap any line to change it, drag the dots to reorder.

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None of the sources gives a number of days, but Smartsheet's timing advice is the clearest: for a rental, document each item's condition before tenants move in and again when they leave. Mitti adds that an inventory should be updated regularly, not once. This list covers what to put in the template and how to run a count. It assumes you will use a spreadsheet, document or app. It leaves out accounting methods and inventory software choices.

Why these items are on the list

  1. Choose inventory type. Mitti names raw materials, work-in-progress, repair and operations supplies, and finished goods.
  2. Pick a file format. Mitti notes templates come as spreadsheet, PDF or document; Microsoft Excel built-in formulas total automatically.
  3. Add item ID or SKU. Mitti says each item needs at least a name and an ID.
  4. Add item description. Smartsheet's checklist template has an item descriptions section.
  5. Add storage location. Smartsheet's simple list includes location alongside quantity on hand.
  6. Add quantity on hand. Used in Smartsheet's simple list and checklist templates.
  7. Add condition column. Smartsheet's checklist and rental templates record condition.
  8. Add net value. Mitti says net value is often required in inventory management.
  9. Add photo space. Smartsheet's home template has room for photos or links; Mitti's can capture product photos.
  10. Add purchase details. Smartsheet's home inventory includes them, along with owner and insurance info.
  11. Add room-by-room sections. Smartsheet's landlord template groups items by room.
  12. Add expiry or use-by date. Smartsheet's freezer template tracks freezing and best-used-by dates.
  13. Add reorder highlighting. Microsoft Excel offers an inventory list template with reorder highlighting.
  14. Record date of count. Mitti says inventory changes quickly, so update the record regularly.
  15. Count items physically. Mitti: auditors check the list against the products actually on hand.
  16. Reconcile with purchase records. Mitti says supplies and purchases should match the actual count.
  17. Confirm total items and value. Mitti's template completes the audit with both totals.
  18. Sign and date the sheet. Smartsheet's checklist leaves space for signatures; Mitti uses a digital signature.
  19. Schedule the next count. Mitti recommends regular updates rather than a one-time list.

Tick it on your phone, and a second person can tick off the aisles or rooms they have done. You can reuse it at each count.

When to use it

Use it when you set up a new inventory, and again before each scheduled count or tenant move-in and move-out.

Sources

More lists

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