Deposit disputes should be handled through the relevant scheme and legal process. A useful evidence file records original condition, changes, invoices and the reason for each proposed deduction. Check the scheme’s deadlines and process for the property’s country.
Build the comparison from evidence
Start with the condition at check-in and compare the same item at checkout. A new photograph alone does not prove deterioration during this tenancy.
- Match room, item, condition description and photographs. Include the tenant's recorded corrections to the original inventory.
- Distinguish damage or missing items from age, ordinary use and pre-existing defects. Consider how long the item had already been in service.
- Keep rent claims separate from condition claims. Show the payment schedule behind any unpaid-rent deduction.
Calculate a fair proposal
Explain each proposed deduction with the evidence and the loss claimed.
- Consider whether cleaning or repair will remedy the issue before claiming replacement.
- Avoid betterment: the tenant should not fund a new-for-old upgrade of an item already near the end of its useful life.
- Use reasonable quotations, invoices or other evidence of cost and explain any allowance for age and condition. Do not invent an automatic fee because the agreement mentions cleaning.
Use the scheme process
Follow the deposit scheme's actual repayment and dispute procedure for the country and tenancy.
- Send an itemised proposal and invite the tenant's response. Return agreed sums through the applicable process.
- Keep to submission and response deadlines. Prepare a concise evidence pack with labelled photographs and calculations.
- If agreement is impossible, use the scheme dispute mechanism or obtain advice about the appropriate court or tribunal route. Do not retain the full deposit indefinitely to force acceptance.
Example: an old carpet needs replacement
A fictional carpet was already worn at check-in and is damaged at checkout. Establish the additional damage and remaining value before proposing a deduction. The full price of a superior new carpet is not a fair starting point.
What to do
- Compare dated inventories and the rent account.
- Explain each proposed deduction with evidence.
- Return agreed sums and use the scheme dispute route where needed.
Evidence to keep
- Check-in and check-out records
- Receipts, deduction explanation and scheme correspondence
Sources and guidance
- Taking a deposit as a private landlordScottish Government · checked 20 October 2026
- Deposit protection schemes and landlordsUK Government · checked 20 October 2026