A landlord can expect a home to change through ordinary occupation. A deduction needs evidence of a recoverable loss beyond what the tenant should reasonably be responsible for.
Establish the change
- Identify what is different and whether the condition was already recorded.
- Distinguish gradual wear from a specific incident, missing item or avoidable damage.
- Consider the length and normal intensity of occupation.
Assess the remedy
- Check whether cleaning or repair is sufficient.
- Allow for the item's existing age and condition when replacement is necessary.
- Avoid charging for an upgrade or for deterioration that would have happened through ordinary use.
Explain the decision
- Present evidence and a clear calculation for each item.
- Invite the tenant's response and correct an unsupported assumption.
- Use the scheme dispute route if agreement cannot be reached.
Make the comparison item by item
Reasonable wear depends on the item, its starting condition and the use it could reasonably receive.
- For each disputed item, put the check-in evidence next to the check-out evidence and identify the specific change. Record age, quality, length of occupation and relevant household use.
- Separate a stain, breakage or missing part from ordinary deterioration. Explain any proposed tenant responsibility using the agreement and evidence, allowing for maintenance defects.
- Do not turn a manufacturer's lifespan or an online table into a guaranteed deduction. Use the actual scheme's process and make the calculation available for challenge.
Example: paint has faded over several years
A fictional room needs redecoration because the finish has aged through a long tenancy. That is different from a newly painted wall damaged by a large unapproved hole. Assess the actual cause and loss rather than charging the full decorating bill automatically.
What to do
- Compare check-in and checkout evidence.
- Assess age, condition and ordinary use.
- Explain any proposed damage claim and calculation.
Evidence to keep
- Inventory, photographs and age or purchase information.
- Repair quotations and allowance for prior use.
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
- Standard occupation contracts: guidance on the termsWelsh Government · checked 20 October 2026
- Fair wear, betterment and reasonable deposit claimsDeposit Protection Service: scheme guidance · checked 20 October 2026
- Scottish deposit repayment and dispute processesLetting Protection Service Scotland: scheme guidance · checked 20 October 2026