All three government-approved deposit protection schemes (DPS, MyDeposits, TDS) use adjudication to resolve disputes. Adjudicators apply the same principle: the landlord must prove the claimed damage or deterioration beyond normal fair wear and tear, and must demonstrate what condition the property was in at the start of the tenancy. The only reliable way to do this is with a contemporaneous, signed inventory.
A good inventory is not just a list of items — it is a room-by-room condition record with photographic evidence, dated and signed by the tenant at move-in. This guide explains how to create one.
What a property inventory must include
To be effective in a deposit dispute, the inventory should record:
- Every room and all areas — entrance hall, each bedroom, living room, kitchen, bathroom(s), garden, outbuildings, garage, parking
- Condition of walls, ceilings, floors, doors, windows — note any existing marks, scuffs, chips, stains, or damage with precise description and location
- All fixtures and fittings — curtains, blinds, light fittings, radiators, bathroom fittings, kitchen appliances
- All furniture and items provided (if furnished) — with condition noted for each item
- Meter readings — electricity, gas, and water at move-in
- Cleanliness standard — state of each room on day one (e.g. 'professionally cleaned', 'clean and tidy', 'fair')
- Keys issued — number and type of each key provided
Photographs — the most important evidence
Written descriptions are useful but photographs are essential. Best practice for inventory photography:
- Photograph every room from multiple angles before the tenancy starts
- Photograph any existing damage, marks, or wear at close range with a ruler for scale if relevant
- Include the date in each photograph — use your phone's metadata or a dated newspaper
- Photograph all appliances (showing make, model, and condition), all furniture, carpets, and walls
- Upload photographs to a timestamped, immutable location — cloud storage with automatic date-stamping is ideal
- A video walkthrough is excellent supplementary evidence but does not replace still photographs
Getting the inventory signed
An unsigned inventory is significantly weaker in a deposit dispute. Procedure:
- Carry out the check-in with the tenant present where possible — walk through together
- Give the tenant a copy at check-in (or email immediately after) and ask them to sign and return within 5–7 days
- If the tenant notes disagreements, record them as tenant's comments alongside — this is better than having the tenant refuse to sign
- If the tenant fails to return the signed copy, send a reminder and keep a record of the sent email/letter
- An unsigned inventory is still usable evidence — the fact it was created contemporaneously and provided to the tenant is itself significant
Fair wear and tear — the key adjudication concept
Deposit scheme adjudicators apply the concept of 'fair wear and tear' — deterioration that occurs through normal everyday use of the property. Landlords cannot deduct from deposits for fair wear and tear. Key principles:
- Length of tenancy matters: A 5-year tenancy will show more fair wear than a 6-month one. Adjudicators adjust expectations accordingly
- Age and quality of items matter: A 10-year-old carpet cannot be claimed at replacement cost — only its residual value
- Examples of fair wear and tear: Minor scuffs on walls, carpet flattening in high-traffic areas, faded paintwork, small nail holes from pictures
- Examples NOT fair wear: Burns, stains, large holes, pet damage, deliberate damage, missing items, broken fittings
- Use a betterment/depreciation calculation for items where damage has been caused but the item was already partially worn
The check-out process
The check-out report is compared line-by-line against the check-in inventory. To maximise the strength of any deduction claim:
- Carry out the check-out within 24–48 hours of the tenant vacating — ideally with the tenant present
- Take photographs of every area that shows deterioration beyond fair wear and tear
- Obtain cleaning quotes and repair quotes from contractors before raising deductions
- Notify the tenant of proposed deductions within 10 days of the tenancy ending and provide the evidence
- If the tenant disputes, the deposit scheme adjudicator will compare check-in vs check-out inventory and photographs
Frequently asked questions
Do I need a professional inventory clerk?+
A professional inventory clerk produces a more legally robust report — they are independent, experienced, and their reports carry more weight with adjudicators. However, a well-documented DIY inventory with photographs, signed by the tenant, is substantially better than no inventory. If you manage multiple properties, a professional inventory service (typically £80–£150 per property) is worth the cost.
What happens if I don't have an inventory?+
Without an inventory, you have no baseline to compare the property's condition at check-out against. Deposit scheme adjudicators will almost always decide in the tenant's favour in the absence of check-in evidence — even if the damage is obvious. Any claim for cleaning, damage, or missing items is very difficult to sustain without a contemporaneous record.
Can I deduct from the deposit for cleaning?+
Yes, if the property was provided in a professionally cleaned condition at move-in (which should be recorded in the inventory) and is returned in a dirty state. Obtain a professional cleaning quote and provide it to the tenant with evidence of the clean condition at move-in. Adjudicators will assess whether the cleaning cost is proportionate to the actual deterioration.
My tenant damaged the property but won't agree to deductions — what do I do?+
Raise the deduction claim with the deposit scheme (DPS, MyDeposits, or TDS) before the statutory deadline. The adjudicator will review your evidence: check-in inventory, check-out report, photographs (both dates), and quotes. Keep all evidence organised and submit it clearly. The adjudicator is independent — their decision is based on the evidence, not the tenant's agreement.