What evidence is needed for deposit deductions?

The Basic Rule of Deposit Deductions

• A landlord cannot simply deduct money because something is damaged or dirty. They must prove three things:
• That the issue exists
• That the tenant is responsible
• That the amount claimed is reasonable Each of these points requires evidence.

Why the Property Inventory Report Is Essential

The property inventory report provides the starting position. It shows the condition of the property at the beginning of the tenancy. Without it, there is no reliable way to prove that damage or deterioration occurred during the tenancy. In most disputes, the absence of a detailed property inventory report results in deductions being rejected.

Check-In Confirmation as Supporting Evidence

• A check-in report strengthens the property inventory report. It confirms that:
• The tenant received the property as described
• The inventory was accurate at move- in This confirmation reduces arguments about acceptance and awareness.

The Role of the Check-Out Report

The check-out report records the condition at the end of the tenancy. It identifies changes when compared to the property inventory report. On its own, it describes condition. Paired with the inventory, it proves change.

Photographic Evidence

• Photographs are critical. They should:
• Clearly show damage or issues
• Be well-lit and in focus
• Match written descriptions Photos taken at check-in and check-out provide visual comparison. Images without context or dates carry little weight.

Invoices, Quotes, and Receipts

• Even when damage is proven, costs must be justified. Landlords should provide:
• Invoices for completed work
• Quotes for estimated repairs
• Receipts for cleaning or replacements The amount claimed must be reasonable and proportionate.

Fair Wear and Tear Considerations

Tenants are not responsible for fair wear and tear. This includes deterioration caused by normal use over time. A good property inventory report records existing wear at the start of the tenancy. This allows adjudicators to assess progression fairly.

Evidence of Cleaning Standards

• Cleaning claims are common. To succeed, landlords must show:
• The standard of cleanliness at move-in
• That the property was returned below that standard The property inventory report and check-out report must align clearly.

Missing Items and Contents Claims

• For missing items, evidence must show:
• The item existed
• It was provided to the tenant
• It was not returned This relies heavily on the contents section of the property inventory report.

What Weakens a Deposit Claim

• Claims often fail due to:
• Vague inventory descriptions
• Missing photographs
• No check-in confirmation
• Claims that ignore fair wear and tear Each weakness reduces credibility.

How Adjudicators Assess Evidence

Adjudicators assess evidence objectively. They compare documents side by side. They look for consistency, clarity, and proportionality. They do not assume responsibility. They rely on proof.

Best Practice for Landlords

• Landlords should:
• Use a detailed property inventory report
• Arrange check-in and check-out inspections
• Keep all supporting documents
• Claim only reasonable costs This approach leads to fair outcomes.

Best Practice for Tenants

• Tenants should:
• Review the property inventory report
• Take photographs at move-in and move-out -

Keep communication records

Preparation protects their position.

Final Thoughts

Deposit deductions are evidence-led. Strong claims are built on strong documentation. At the centre of that documentation is the property inventory report.

When evidence is clear, disputes are easier to resolve. When it is missing or vague, deductions usually fail. Clarity protects everyone involved.