A deposit dispute is easier to assess when each proposed deduction has its own evidence and calculation. Repeatedly sending a single total rarely resolves the disagreement.
Narrow the disagreement
- Ask which items are accepted and which are disputed.
- Correct arithmetic, duplicated charges and unsupported assumptions promptly.
- Explain what evidence supports each remaining item.
Prepare the evidence
- Include relevant check-in and checkout material with clear labels.
- Show the loss and allowance for age or previous condition.
- Keep unrelated correspondence out of the pack unless it supports a material point.
Follow the outcome
- Release or repay sums through the proper scheme process.
- Record the decision and any remaining separate claim accurately.
- Review the inventory or management process if the dispute exposed missing evidence.
Prepare a readable submission for the actual scheme
DPS guidance describes its own England and Wales process. Scottish schemes have separate terms and forms.
- For each proposed deduction, state the amount, agreement term, starting condition, ending condition, alleged responsibility and calculation. Link the evidence to that item rather than uploading an unexplained photo bundle.
- Include the relevant inventory, dated photographs, correspondence and cost evidence. Explain contradictory records, earlier defects and any amount already agreed or paid.
- Check the scheme's current submission deadline, file limits and response process. Save the submitted version and confirmation. Do not assume an adjudicator will request missing material after the evidence window closes.
Example: three claims, one disagreement
A fictional tenant accepts £50 cleaning but disputes two damage claims. Record the agreement and follow the scheme's process for the remaining issues. Do not describe the whole deposit as disputed merely because some items remain unresolved.
What to do
- Send an itemised proposal with supporting evidence.
- Use the scheme process for agreed repayment and disputed items.
- Meet the scheme's evidence and response deadlines.
Evidence to keep
- Protection record, agreement, inventories and relevant receipts.
- Deduction schedule, correspondence and scheme submissions.
Sources and guidance
- Deposit protection schemes and landlordsUK Government · checked 20 October 2026
- Taking a deposit as a private landlordScottish Government · checked 20 October 2026
- When you must protect a tenancy depositScottish Government · checked 20 October 2026
- Deposit dispute resolution and evidenceDeposit Protection Service: England and Wales scheme process · checked 20 October 2026
- Scottish deposit repayment and dispute processesLetting Protection Service Scotland: scheme guidance · checked 20 October 2026