Most deposit disputes are won or lost on evidence gathered long before the tenancy ends. This guide takes you through preparing the property, documenting its condition, negotiating deductions and, if necessary, using the free dispute resolution service offered by the deposit protection scheme. It applies to assured tenancies in England.
Step by step
Confirm where your deposit is protected
Find the prescribed information you were given at the start and note which of the government-approved schemes holds your deposit and its reference number. If you cannot find it, ask the landlord in writing and check with the schemes yourself. If it was never protected, get advice from Shelter or Citizens Advice before you go further.
Compare the property with the check-in inventory
Walk through each room with your copy of the inventory and your own moving-in photos. List anything that needs cleaning, repairing or replacing, and separate genuine damage from normal wear and tear. This gives you a to-do list and shows where deductions might be argued.
Clean and repair before you leave
Clean to the standard shown in the inventory, paying attention to kitchens, bathrooms, windows and appliances. Fix minor damage you caused, such as filling small holes, and replace any bulbs or items that were there at the start. Remove all your belongings and rubbish, including from gardens and sheds.
Document the final condition
Take clear, dated photos and short videos of every room, including close-ups of areas that were marked at check-in. Record final meter readings with photos. Attend the check-out inspection if you can, and ask for a copy of the check-out report.
Respond to proposed deductions in writing
If the landlord proposes deductions, ask for an itemised breakdown with evidence such as invoices or quotes. Reply point by point, accepting fair items and explaining why others are wear and tear or were already present at check-in. Keep the tone factual and attach your photos.
Use the scheme's free dispute service if needed
If you still cannot agree, raise a dispute with the scheme that protects your deposit within its time limits. Upload your inventory, photos, messages and a short summary of each disputed item. The adjudicator's decision is based on the evidence, so keep your submission clear and organised.
Ready-to-use checklist
- Deposit scheme name and reference number found
- Check-in inventory and moving-in photos gathered
- Property cleaned to check-in standard
- Minor damage repaired and belongings removed
- Dated photos and videos of every room taken
- Final meter readings photographed and sent
- All keys returned with written confirmation
- Forwarding address given in writing
Practical tips
- Organise your photos into folders by room so they are easy to upload to a dispute service.
- Ask the landlord to confirm in writing that keys have been returned, with the date.
- Fair wear and tear depends on how long you lived there, so mention the length of your tenancy in any dispute.
Common problems
The landlord says the deposit was used for cleaning but my photos show the property was clean.
Ask for the invoice and any photos they rely on, then compare them with your dated photos and the check-in report. If they cannot justify the charge, raise a dispute with the scheme and submit your evidence.
I did not get a check-in inventory.
Without an inventory, it can be harder for the landlord to prove the property's condition at the start. Gather any photos, emails or messages from the start of the tenancy that show its condition and use them in your response.
The landlord has not replied about my deposit.
Send a written request giving a reasonable deadline and keep proof. You can contact the scheme directly, as each has a process for tenants when the landlord does not respond.