End of Tenancy Deposit Claim Procedure for Landlords

As your tenancy is nearing its end, we want to provide you with a comprehensive guide on the deposit claim procedure. The following steps will help you understand how to claim back your deposit and what you can claim for. If you conducted a Check-In/Inventory at the start of the tenancy, it's essential to organise a Check-Out for the last day of the tenancy.

Step 1: Check-Out and Inventory Comparison:

  • Arrange a Check-Out inspection on the last day of the tenancy.
  • Compare the Check-In and Check-Out reports to identify any discrepancies, damages, or outstanding issues.

Step 2: Determine Deposit Deductions:

  • Use the following template to record the breakdown of deductions and reasons for each deduction: 

    Full deposit amount (held with the DPS): £0000.00
    Breakdown of deductions and reasons why
    Cleaning: £?
    Damage to Property Contents: £?
    Gardening: £?
    Missing Items: £?
    Redecoration: £?
    Rent Arrears: £?
    Utilities/Outstanding Bills: £?
    Other: £?

Step 3: Discuss with Tenants:

  • Communicate with your tenants about the proposed deductions and try to reach an agreement on the amount to be deducted. Obtain their agreement in writing if possible.

Step 4: Submit Written Instructions:

  • Send written instructions to us regarding the agreed-upon amount to deduct or release from the security deposit.

Step 5: Deposit Protection Service (DPS) Procedure:

  • We will log your instructions with the DPS, who will then contact your tenant to confirm their agreement to the deductions and release of funds.
  • As soon as we receive the funds from the DPS, we will forward them to you promptly.

What if No Agreement Can Be Reached?

  • In the event of a disagreement with your tenants, if no agreement can be made within 14 days of vacating the property, you have the option to start an ADR claim (Alternative Dispute Service) with the DPS.
  • Gather as much evidence as possible to support your claim, including invoices, statements, images, check-in/out reports, etc.
  • Send the evidence via email within 10 days of the ADR claim starting.
  • The DPS's ADR will use this evidence to make a fair and unbiased decision on the deposit distribution.

By following these steps, you can effectively handle the end of tenancy deposit claim process. Communicate openly with your tenants and aim to reach an agreement regarding deductions. PropertyLoop can facilitate the deposit claim procedure, making it easier for both you and your tenants. We look forward to receiving your instructions for the agreed-upon amount to be released to you and your soon-to-be former tenant(s).