How does a check-out report affect the tenant’s deposit?

What happens to the deposit?

For many tenants, the check-out report is the document that decides that outcome. For landlords, it is the primary piece of evidence used to justify deductions. The check-out report does not stand alone. It works in direct comparison with the property inventory report created at the start of the tenancy. This page explains how a check-out report affects the tenant’s deposit, how deductions are assessed, and why the quality of the property inventory report is critical.

The Purpose of the Check-Out Report

A check-out report records the condition of the property at the end of the tenancy. Its role is to document what is present, what has changed, and what condition the property is in when the tenant leaves. On its own, this information is descriptive. Its real value comes from comparison.

How the Property Inventory Report Sets the Baseline

• The property inventory report establishes the starting point. It records:
• Condition at move-in
• Existing wear or damage
• Cleanliness standards
• Items provided The check-out report measures everything against this baseline. Without a property inventory report, the check-out report has little influence over deposit decisions.

How Deposit Deductions Are Decided

Deposit deductions are not automatic. A landlord must justify them.

• This means proving:
• Damage occurred during the tenancy
• The tenant is responsible
• The cost claimed is reasonable The check-out report provides the evidence of end condition. The property inventory report provides the starting condition. Both are required.

Common Reasons for Deposit Deductions

• The most common reasons deductions are proposed include:
• Damage beyond fair wear and tear -

Cleaning below the original standard - Missing items - Unauthorised alterations

Each of these must be supported by evidence.

Fair Wear and Tear Explained

Tenants are not responsible for fair wear and tear.

This includes: - Fading carpets - Minor scuffs - General ageing through normal use

A good property inventory report records existing wear at the start. A good check-out report notes progression. This distinction is critical.

How Adjudicators Use Check-Out Reports

• In a dispute, adjudicators compare documents. They assess:
• The property inventory report
• The check-in confirmation
• The check-out report They look for consistency, clarity, and evidence of change. If the documents align, deductions are more likely to succeed.

What Weakens a Landlord’s Claim

• Several factors can weaken the impact of a check-out report. These include:
• Missing or vague property inventory reports
• Poor-quality photographs
• No tenant acknowledgement
• Claims that ignore fair wear and tear Even clear damage can be dismissed if the evidence chain is weak.

Tenant Challenges and Disputes

Tenants can challenge deductions.

• They may argue:
• Damage was pre-existing
• Cleaning standards were never as high as claimed
• Costs are excessive The strength of the property inventory report often determines the outcome.

The Importance of Cost Evidence

Even when damage is proven, landlords must show costs are reasonable. Invoices, quotes, and receipts matter. The check-out report identifies the issue. Supporting documents justify the amount.

Timing and Accuracy

Timing matters. A check-out report should be completed as close to the tenancy end as possible. Delays can raise questions. Accuracy matters just as much. Rushed reports often create ambiguity.

Best Practice for Landlords

• Landlords who want fair outcomes should:
• Use a professional property inventory report
• Ensure check-in confirmation
• Arrange a detailed check-out report
• Keep cost evidence This approach protects both parties.

Best Practice for Tenants

• Tenants should:
• Review the original property inventory report
• Attend the check-out where possible -

Take their own photographs - Raise concerns promptly

Preparation helps avoid disputes.

Final Thoughts

A check-out report plays a central role in deposit decisions. But it cannot work alone. Its power comes from comparison with a clear, detailed property inventory report.

When both documents are strong, deposit outcomes are fairer, faster, and far less stressful for everyone involved.