Landlord Deposit Dispute Resolution UK 2026 — TDS, DPS, and mydeposits Adjudication Guide

How the dispute process works

The deposit dispute process follows a standard sequence regardless of which scheme holds the deposit:

• End-of-tenancy deduction proposal: The landlord proposes deductions and shares a breakdown with the tenant. The tenant has the right to agree, negotiate, or dispute
• Raising the dispute: Either party can raise a dispute with the scheme. The scheme holds the disputed amount until the adjudicator decides
• Evidence submission: Both parties submit their evidence pack. Most schemes allow 10–14 calendar days. Evidence submitted after the deadline is typically not considered
• Adjudication: A trained adjudicator reviews both evidence packs and makes a decision, usually within 30 working days of the dispute being raised
• Payment: The scheme pays out in accordance with the adjudicator's decision. The decision cannot be appealed internally — challenges must go to court
• The adjudication service is free to both parties. Schemes also offer an alternative dispute resolution (ADR) service where a mediator tries to help both parties reach agreement before formal adjudication

What adjudicators look for

Adjudicators assess claims on the balance of probabilities. They are looking for evidence that:

• The property condition at check-in: A detailed, signed check-in inventory with dated photographs is the foundation of any successful deduction claim
• The property condition at check-out: A professional check-out report, or landlord/agent inspection notes with dated photographs, showing the specific damage or missing items
• Causation: The damage or deficiency must be attributable to the tenant (not pre-existing damage, fair wear and tear, or landlord's own works)
• Proportionality: The claimed amount must be proportionate — adjudicators apply a betterment deduction for the age and condition of items being replaced
• Documentary evidence: Invoices, quotes, receipts, and contractor notes. Estimates alone carry less weight than actual invoices for completed work
• Adjudicators are not surveyors — they work entirely from the documents and photographs submitted. Clear, chronological, labelled evidence always outperforms disorganised submissions

Building a winning evidence pack

A strong evidence pack for deposit dispute adjudication contains:

• The tenancy agreement: Including any addenda or special clauses relating to cleaning, pets, or specific obligations
• Check-in inventory and report: Dated, signed by the tenant, with photographs keyed to each room and item. A professionally produced inventory carries more weight than a landlord-produced one
• Check-out report: Dated, with photographs showing the specific damage or deficiency. The same rooms and items should be photographed at the same angles as check-in for direct comparison
• Correspondence with the tenant: Any notices, emails, or messages about the damage or cleaning requirements during or after the tenancy
• Invoices or receipts for remediation work: Itemised invoices from tradespeople showing the work carried out and cost. VAT receipts where applicable
• Quotes where work has not yet been done: Two or three independent quotes are stronger than one. Note that some schemes will only award based on actual expenditure
• Evidence of fair wear and tear applied: If you are claiming for partial replacement (e.g., 5-year-old carpet damaged beyond wear), show your betterment calculation explicitly
• Submit evidence in a logical order. An adjudicator reviewing 100+ pages of unorganised photographs will award far less than one reviewing a clear room-by-room comparison

Fair wear and tear — the key principle

Adjudicators always apply the fair wear and tear principle. Landlords cannot deduct for:

• Normal fading, scuffing, or light marking that occurs through ordinary everyday use
• Carpet wear in high-traffic areas over a standard tenancy period
• Minor scuffs on walls or doors from normal use
• Gradual deterioration of paintwork, fixtures, or fittings over time
• Items that were already at or near end of their serviceable life at check-in
• The test is: would this damage or deficiency have occurred through ordinary use by a reasonable tenant? If yes, it is fair wear and tear. Adjudicators apply this strictly — vague claims for 'cleaning' or 'redecoration' without specific evidence of tenant-caused damage routinely fail

Cleaning disputes — the most common claim

Cleaning is the most frequently disputed deduction. To succeed:

• The check-in inventory must confirm the property was handed over in a professionally cleaned condition (ideally with a cleaning invoice)
• The check-out inspection must confirm the property was returned in a materially lower state of cleanliness, with photographs and specific notes
• If you obtained a professional clean at the end of the tenancy, submit the itemised invoice as evidence of the cost
• Adjudicators will reduce or reject cleaning claims where the check-in evidence does not confirm a professional clean standard at the start
• Many tenancy agreements include an 'end-of-tenancy professional clean' clause — while such clauses are not automatically enforceable, they provide useful evidence of the agreed standard

Betterment — how adjudicators reduce awards

Betterment is the concept that a landlord should not profit from a deposit claim by receiving a new item paid for by the tenant when the original was already aged:

• A 5-year-old carpet with a 10-year lifespan that is destroyed by the tenant might be awarded 50% of replacement cost, not 100%
• A 3-year-old sofa in a furnished letting with a 10-year expected life might attract a 30% betterment deduction
• Items at end of their expected life attract no award — if they needed replacing anyway, there is no loss
• Adjudicators use published depreciation tables (many schemes publish their own guidance). Calculate betterment before submitting your claim and show your workings
• Applying betterment proactively in your evidence pack shows the adjudicator you understand the principles — over-claiming and having it reduced is worse for credibility

Scheme-specific process differences

Each of the three authorised schemes has slightly different processes:

• TDS (Tenancy Deposit Scheme): Operates both custodial (TDS Custodial) and insurance-backed (TDS Insured) schemes. Disputes are submitted via the TDS portal. The landlord and tenant each receive an email inviting evidence submission, with a 14-day window
• DPS (Deposit Protection Service): Operates custodial and insured schemes. The party raising the dispute receives instructions first; the responding party has 14 calendar days to submit their evidence via the DPS online portal
• mydeposits: Insurance-backed and custodial options. The portal-based dispute process is similar to TDS and DPS. mydeposits also offers a statutory declaration route for non-responsive tenants
• In all three schemes, the disputed amount is ring-fenced and held by the scheme until the adjudicator decides. The undisputed portion can be released to either party immediately

Frequently asked questions