Your deposit questions, answered.

Fair wear and tear is the deterioration that comes from a tenant using the home reasonably, plus the effect of time. The schemes’ joint guide uses the House of Lords’ wording: “reasonable use of the premises by the tenant and the ordinary operation of natural forces”. You can’t deduct for it. Light scuffs, faded paint and carpet worn along walkways are typical wear; stains that won’t clean, burns, holes and breakages are damage, which you can claim for, allowing for the item’s age.

SourcesTenancy Deposits, Disputes and Damages (joint guide from TDS, DPS and mydeposits)DPS: In disputes, be fairmydeposits: Fair wear and tear, what is it and how is it applied?

They compare the check-in and check-out reports and ask whether the change came from normal use or from carelessness, accident or misuse. TDS gives paired examples: soiling on a carpet isn’t wear and tear, but discolouration with age could be; an iron burn or a tear isn’t, but fraying with age could be. The joint guide adds the length of the tenancy, the number and age of occupants, and the item’s age, quality and condition at the start. TDS won’t assume an item was in good condition if the check-in report doesn’t describe it.

SourcesTenancy Deposits, Disputes and Damages (joint guide from TDS, DPS and mydeposits)TDS Guide to Inventories, check-in and check-out reportsTDS: How TDS approaches disputes involving damage and missing items

Betterment is ending up better off than you were at the start of the tenancy, once fair wear and tear is allowed for. All three schemes refuse it: the joint guide says the deposit isn’t an insurance policy paying “new for old”. If a carpet was new at the start of a two-year tenancy, it is a two-year-old carpet at the end, so claiming the full cost of a new one would be betterment. mydeposits adds that claiming a professional clean when the home was only domestically clean at check-in is betterment too.

SourcesTenancy Deposits, Disputes and Damages (joint guide from TDS, DPS and mydeposits)DPS: In disputes, be fairmydeposits: Fair wear and tear, what is it and how is it applied?

Charge the tenant for the life the item had left, not the cost of a new one. The schemes’ joint guide divides the replacement cost by the item’s expected life, then multiplies by the years remaining: a £500 item, 2 years old, expected to last 5 years, had 3 years left, so the claim is 3 × £100 = £300. Show the item’s age with a receipt or the check-in report, and use your own scheme’s lifespan figures. The guide notes the method won’t suit every case, and the adjudicator decides what is reasonable on the evidence.

SourcesTenancy Deposits, Disputes and Damages (joint guide from TDS, DPS and mydeposits)TDS: How TDS approaches disputes involving damage and missing itemsDPS: In disputes, be fair

It depends on the carpet’s quality and on your scheme, because each publishes its own figures. For a medium-quality carpet, TDS gives 5 to 8 years, DPS 5 to 10 years and mydeposits up to 8 years. Budget carpets last less (2 to 4 years at TDS) and top-quality ones longer (up to 15 years at TDS and mydeposits, up to 20 at DPS). Without evidence of quality, TDS assumes a medium-quality carpet, so keep the fitting invoice. Carpets on stairs and in hallways wear faster.

Sourcesmydeposits: A guide on the life expectancy of rental property productsDPS: Common dispute questionsmydeposits: Fair wear and tear, what is it and how is it applied?

Between about 2 and 6 years, depending on the scheme and the room. TDS gives 3 to 5 years. DPS gives 2 to 3 years for halls, kitchens and bathrooms, about 4 for living rooms, 5 for bedrooms and 6 for dining rooms. mydeposits gives up to 3 years for halls, kitchens and bathrooms, up to 4 for living and dining rooms and up to 5 for bedrooms. DPS says an award for redecoration is unlikely after a tenancy of five years or more, as you would probably have needed to redecorate anyway.

Sourcesmydeposits: A guide on the life expectancy of rental property productsDPS: In disputes, be fairDPS: Common dispute questions

Yes. The schemes’ joint guide says the longer the tenancy, the more natural wear to expect, and the more occupants, the more wear in shared areas such as the kitchen, hall and stairs. A family with young children should be expected to leave more scuffs than a single person. mydeposits also asks whether pets lived there. DPS says an award for redecoration is unlikely after a tenancy of five years or more. TDS suggests your check-out report records how long the tenancy lasted and who lived there.

SourcesTenancy Deposits, Disputes and Damages (joint guide from TDS, DPS and mydeposits)mydeposits: Fair wear and tear, what is it and how is it applied?DPS: In disputes, be fairTDS Guide to Inventories, check-in and check-out reports

Apportionment means splitting a cost so your tenant pays only for the part of an item’s useful life their damage took away, not the full price of a new one. The schemes’ joint guide gives a worked example: a similar replacement carpet costs £500, the old one was 2 years old and that type lasts about 5 years, so 3 years of life remained. At £100 a year, the tenant’s fair share is £300. Adjudicators may also split a cost to allow for seasonal change or a lower standard at check-in, and the guide says the formula may not always be appropriate. Use your scheme’s lifespan figures.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)DPS: In disputes, be fairmydeposits: Resolution case study, garden maintenance

Not necessarily. The schemes’ joint guide says that even where the tenant admits the damage, it isn’t always the case that they should bear the full replacement cost. An adjudicator takes admissions into account but still expects evidence of the breach and of your loss, and will allow for fair wear and tear and the item’s age to avoid betterment. Replacement is justified only where an item is beyond economic repair or unusable; otherwise repair, or compensation for lost value, is more likely. An admission helps show who caused the damage, not what it costs. Keep it in writing and still send check-in and check-out evidence and quotes.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)TDS: How TDS approaches disputes involving damage and missing items

From the deposit schemes, not from law: no legislation sets them. mydeposits publishes ’A guide on the life expectancy of rental property products’ on its website, DPS has a table on its ’Common dispute questions’ page, and TDS has ’A guide to product lifespans’ in its Key documents. Their figures differ, for example mydeposits gives a medium-quality carpet up to 8 years while DPS gives carpets 5 to 10, so use the figures from the scheme protecting your deposit. They are a starting point: adjudicators also weigh the item’s quality, its condition at check-in and how it was used, so keep receipts showing its age and price.

Sourcesmydeposits: A guide on the life expectancy of rental property productsDPS: Common dispute questionsA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

Mostly because they expect the home back exactly as it was at the start. DPS calls this a misconception: if a home was freshly painted for the tenancy, it needn’t be returned freshly painted. The slips DPS lists include claiming the full cost of a new carpet when the old one was already a few years old or the tenancy was long, claiming towards a prestige brand when the original was modest, and charging for a full professional clean when there were cleaning defects at check-in. The joint guide adds that the deposit isn’t insurance paying ’new for old’. Claim like for like, reduced for age and condition.

SourcesDPS: Common dispute misconceptionsDPS: What makes a reasonable deposit claim?A Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

No. The schemes’ joint guide says you don’t need to have completed the remedial work to make a claim, and TDS says landlords don’t have to have work done or buy replacements before sending their case. You can rely on estimates or quotes, though the joint guide notes they are weaker evidence than invoices because they don’t show money actually spent. Make each quote itemised, matched to the check-in and check-out reports, and in line with what other contractors charge, because adjudicators use their own knowledge where a cost looks excessive. If you do the work later, keep the invoice.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)TDS: How to present your case to a TDS adjudicator

You can still claim, but for your actual loss, which may not be the cost of repairs you’ll never do. The joint guide says you don’t need to have done the work, and that where damage reduced an item’s value or shortened its life, compensation may be appropriate. For breach of a repairing obligation, section 18 of the Landlord and Tenant Act 1927 limits damages to the fall in the property’s value, and allows none if it will be demolished or structurally altered so that the repairs would be valueless. Evidence that the damage lowered the sale price, such as an estate agent’s written view, helps. No scheme guidance covers this directly.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)Landlord and Tenant Act 1927, section 18DPS: What makes a reasonable deposit claim?

Only as part of what the work actually costs you. HMRC’s VAT Notice 742 treats dilapidation payments as damages outside the scope of VAT, and a deduction is damages for your tenant’s breach, so VAT isn’t added on top as if you were selling a service. If your contractor charges VAT you can’t reclaim, it is part of your loss, so claim the VAT-inclusive figure. If you’re VAT registered and can recover it, claim the net amount, or you’d end up better off. Make sure each quote says whether VAT is included. For VAT questions, ask HMRC or an accountant.

SourcesHMRC: VAT on land and property (VAT Notice 742), paragraph 10.12, dilapidation paymentsHMRC internal manual VATSC05910: when are compensation payments consideration for a supply?A Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

GOV.UK explains VAT is added to goods and services sold by VAT-registered businesses, and a deposit deduction is damages, not a sale. What you can include is VAT you actually pay. If your contractor is VAT registered and adds VAT, and you can’t reclaim it because you aren’t registered, that VAT is part of your real loss, so claim the VAT-inclusive cost on the invoice or quote. Don’t add VAT to your own work, such as your own cleaning, or to a quote from a contractor who doesn’t charge VAT. For VAT questions, ask HMRC or an accountant.

SourcesGOV.UK: How VAT worksHMRC: VAT on land and property (VAT Notice 742), paragraph 10.12, dilapidation paymentsmydeposits: Resolution case study, cleaning and landlord costs

No scheme sets a number. One detailed, itemised quote or invoice can be enough, and the joint guide asks for a breakdown of the cost of each type of work. Where a cost might look high, more helps: TDS says showing that a cost is in keeping with what other similar contractors charge is useful, because adjudicators use their own knowledge if a claim appears excessive. For larger items such as carpets or redecoration, two or three comparable quotes for like-for-like work are a practical way to show the price is fair. Quotes are weaker evidence than invoices, so send the invoice if the work has been done.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)TDS: How to present your case to a TDS adjudicatorDPS: What makes a reasonable deposit claim?

Show the adjudicator the price is reasonable for the work needed. TDS says submitting a quote doesn’t entitle you to that amount: adjudicators are experienced in estimating costs and use their own knowledge if a claim looks excessive, and TDS is likely to reduce an invoice that isn’t detailed and appears too high. Your tenant can send a cheaper estimate of their own, as in TDS’s example where a tenant produced a £50 quote to finish the cleaning. Answer with an itemised quote matched to the check-out report, comparable quotes from other contractors, and an explanation of any extras, such as minimum call-out or parking charges.

SourcesTDS: How to present your case to a TDS adjudicatorTDS: How TDS approaches disputes involving damage and missing itemsTDS: How TDS approaches disputes involving redecoration

They may, but expect less. TDS says that where it has no invoice or quote, it uses its own judgement on whether the amount claimed is appropriate, drawing on sources such as internet prices and its experience of similar cases in the region, and taking account of the property’s size. In one mydeposits case about items left behind, no invoice or estimate was provided and the adjudicator awarded 60% of the £260 claimed. The joint guide says invoices, receipts, estimates or quotes are necessary to show the cost for many types of claim, so get at least one itemised quote before you submit your evidence.

SourcesTDS: How TDS approaches disputes involving redecorationTDS: How TDS approaches disputes involving cleaningmydeposits: Deposit dispute case study, disposal of items at the end of the tenancyA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

Not for arranging the work. mydeposits says landlords can’t claim costs for organising work or travel to the property, because that is part of a landlord’s role, and the joint guide says landlords generally can’t claim for their time and inconvenience. In England, any charge to your tenant must be a permitted payment under the Tenant Fees Act 2019, and an admin or management fee isn’t one; damages for your actual loss are. So claim the contractor’s own itemised costs. If your agent adds a percentage to the contractor’s bill, send the original invoice and leave the mark-up out of the claim.

Sourcesmydeposits: Resolution case study, cleaning and landlord costsA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)Tenant Fees Act 2019, Schedule 1 (permitted payments)GOV.UK: Fees you can charge as part of a tenancy (updated 7 July 2026)

Possibly, but only with evidence that the damage, not the normal gap between tenancies, kept the home empty. No scheme publishes guidance on this. The joint guide says a deduction needs a breach and a loss caused by it, and that where a breach causes a loss that repair or replacement can’t put right, an adjudicator can assess compensation if the evidence supports it. Show when the work started and finished, why it couldn’t be done sooner, that it stopped you letting the home, and the rent you’d have received. Time for your own repairs, or routine redecoration between tenancies, isn’t a loss your tenant caused.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)DPS: What makes a reasonable deposit claim?

mydeposits’ life expectancy guide gives a mattress up to 8 years, and TDS’s lifespan guide also gives up to 8; DPS publishes no mattress figure. Use the figure from the scheme protecting your deposit, adjusted for the mattress’s quality and condition at the start. In a mydeposits case, a used mattress returned heavily stained earned 50% of the replacement cost, while a second with light marks earned only £40, the cost of cleaning, because cleaning was a reasonable first step and the marks didn’t make it unusable. So try cleaning a stained mattress first, and record its age and condition at check-in.

Sourcesmydeposits: A guide on the life expectancy of rental property productsmydeposits: Resolution case study, replacement mattresses

mydeposits’ life expectancy guide gives sofas up to 8 years; TDS and DPS publish no sofa figure. ’Up to’ is a ceiling, so a cheap sofa or one that saw heavy use may be expected to last less, and adjudicators weigh an item’s quality, cost and condition at check-in. If a sofa is damaged beyond repair, the claim is the cost of a similar sofa reduced for the life it had left: a 4-year-old sofa with an 8-year life was half-way through, so the share would be about half. Where it can be cleaned or repaired, claim that instead. Keep the purchase receipt to show its age and price.

Sourcesmydeposits: A guide on the life expectancy of rental property productsA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

mydeposits’ life expectancy guide gives a medium-quality bed up to 5 years and dining chairs up to 7 years. The same guide gives mattresses and sofas up to 8 years each. These are guidelines, not fixed rules: the schemes’ joint guide says adjudicators also weigh the length of the tenancy, the number and age of occupants, and the item’s quality and condition at the start. TDS says that without evidence of an item’s age, cost and quality, the adjudicator is likely to base the calculation on a medium-quality item, so keep receipts. If your deposit is with TDS or DPS, the adjudicator works from that scheme’s own guidance.

Sourcesmydeposits: A guide on the life expectancy of rental property productsA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)TDS: Inventories, check-in and check-out reports

It depends on your scheme. For a medium-quality washing machine, TDS gives 6 to 8 years, DPS 3 to 5 years and mydeposits up to 7 years; mydeposits gives tumble dryers the same, up to 7. Use your own scheme’s figure, as that is what its adjudicator works from. To apportion, divide the cost of a similar replacement by the expected life and multiply by the years the machine had left: on mydeposits’ 7 years, a 3-year-old machine had 4 years left, so the claim is 4/7 of the cost. Keep the purchase receipt, because without one TDS is likely to assume a medium-quality item. A breakdown from age and normal use is fair wear and tear.

Sourcesmydeposits: A guide on the life expectancy of rental property productsDPS: Common dispute questionsA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)TDS: Inventories, check-in and check-out reports

It depends on the appliance and your scheme. For a medium-quality oven, cooker or hob, TDS gives 9 to 15 years, DPS 4 to 6 years and mydeposits up to 10 years. For fridges and freezers, DPS gives 5 to 8 years and mydeposits up to 10. Your scheme’s adjudicator uses its own figures with the joint guide’s method: the price of a like-for-like replacement divided by the expected life, multiplied by the years the item had left. TDS says that without evidence of age, cost and quality it is likely to assume a medium-quality item, so keep receipts and record makes and models at check-in. An appliance that simply wore out is fair wear and tear.

Sourcesmydeposits: A guide on the life expectancy of rental property productsDPS: Common dispute questionsA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)TDS: Inventories, check-in and check-out reports

No. The schemes won’t award new for old, so you can claim only for the life the fridge had left, and only if repair isn’t the better remedy. The joint guide says replacement is justified only where an item is beyond economic repair or unusable; otherwise a repair or compensation is more likely. If replacement is justified, apportion it: mydeposits gives fridges up to 10 years, so a three-year-old fridge had about 7 years left, or 70% of a like-for-like price, and DPS’s 5 to 8 years gives less. In one mydeposits case, a cracked hob about three years old that still worked got £420 compensation against an £802 replacement estimate.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)mydeposits: A guide on the life expectancy of rental property productsmydeposits: Resolution case study, hob replacementTDS: How TDS approaches disputes involving damage and missing items

A check-in record that describes the item as undamaged, and proof your tenant saw it. TDS says it won’t assume an item was in good condition if the check-in report gives no description, though a statement such as ’good condition unless otherwise stated’ can help. The burden is on you. Strong evidence is a detailed check-in report with dated photos embedded, signed by your tenant or sent to them with time to comment, and no comment from them about that item. Add invoices showing the item was new or recently repaired, dated mid-term inspection reports, and any messages in which your tenant reported or admitted the damage.

SourcesTDS: How TDS approaches disputes involving damage and missing itemsTDS: Inventories, check-in and check-out reportsA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)DPS: Common dispute questions

Your own inventory can be used, but it needs more support than a clerk’s. The schemes’ joint guide says the best inventories are usually prepared by a third party such as a professional inventory clerk, contain clear dated photographs and are signed by the tenant. A report you compile yourself needs evidence that your tenant saw it and had the chance to agree or comment, plus clear photos backing up what it says. DPS says a non-independent report that isn’t signed and isn’t supported by photographs is unlikely to carry enough weight. TDS adds that a report saying something is the tenant’s responsibility is more compelling from an impartial clerk than from a landlord.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)DPS: Keys to a successful tenancy, keeping good recordsTDS: Inventories, check-in and check-out reportsmydeposits: Conditions of resolution, insured (July 2026)

It depends on what is at stake, but it adds weight. The schemes’ joint guide suggests considering an inventory clerk for the check-out, and mydeposits says a report by an independent clerk is likely to carry more weight. TDS says the check-out is ideally done by the same person as the check-in, so using one clerk for both makes the reports easier to compare. You can’t make your tenant pay for it: GOV.UK says requiring a tenant to pay for an inventory service is a prohibited payment, and Welsh guidance bans check-out fees. If you do it yourself, follow the check-in’s format, invite your tenant, take dated photos, and do it as soon as the keys are back.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)mydeposits: Conditions of resolution, insured (July 2026)TDS: Inventories, check-in and check-out reportsGOV.UK: Fees you can charge as part of a tenancyWelsh Government: Renting Homes (Fees etc.) (Wales) Act 2019, guidance for landlords and agents

A room-by-room record of contents, condition and cleanliness, made at the start and agreed by your tenant. TDS’s inventory guide suggests a cover sheet with the address, date, author and a short description of the property, an opening summary of condition and cleanliness, then each room in a logical order. Describe marks by location, type, colour and size; record appliance makes and models, meter readings, keys, alarms and the garden; and say if anything is brand new. Embed clear, dated, labelled photos. Record cleanliness separately from condition, as they aren’t the same thing. Give your tenant a copy and a set time to comment, typically 7 days.

SourcesTDS: Inventories, check-in and check-out reportsA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)DPS: Preparing for disputes, the check-in

It can. The schemes’ joint guide warns that words like ’fair’ and ’ok’ can be read in many ways and might not help your case. TDS says a general statement such as ’good condition unless otherwise stated’ can help with condition, but its cleaning guidance says it doesn’t read that as covering cleanliness. TDS prefers plain wording such as ’professionally cleaned’ to coded scores, and suggests a glossary defining each term, used consistently, alongside a specific description of each item. Describe marks by location, type, colour and size, with a photo and something to show scale. Precise wording makes the before-and-after comparison clear.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)TDS: How TDS approaches disputes involving damage and missing itemsTDS: How TDS approaches disputes involving cleaningTDS: Inventories, check-in and check-out reports

Keep a record showing it was sent and that your tenant could comment. The best proof is their signature on the report. Without one, DPS says an email or proof of postage showing they were given it and the chance to respond may be useful, and mydeposits says there must at least be evidence it was sent with seven to ten days to comment. TDS says a statement that the report is taken as agreed if no discrepancies are raised can help, and that if an adjudicator doubts the tenant saw it, they will assume they didn’t. In one mydeposits case, a report the agent couldn’t prove was sent couldn’t be used.

SourcesDPS: Common dispute questionsmydeposits: Evidence for deposit disputes, what you need and how to prepare itTDS: Inventories, check-in and check-out reportsmydeposits: Resolution case study, unreliable check-in evidence

As soon as possible, ideally on the last day of the tenancy once your tenant has fully moved out. TDS says the check-out must be done promptly to be reliable, and before any cleaning or repair work. mydeposits says it is usually completed within two days of the tenant moving out, and that waiting longer lets the tenant argue the damage happened after they left. DPS says the longer you delay, the more doubt arises that problems were caused by the tenant. Send your tenant a written invitation with reasonable notice and keep a copy, use the same format as the check-in report, and take dated photos.

SourcesTDS: Inventories, check-in and check-out reportsmydeposits: Evidence for deposit disputes, what you need and how to prepare itDPS: Keys to a successful tenancy, wrapping up the tenancy on a good noteA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

It will still be considered, but the gap weakens it. TDS says check-in and check-out reports must be contemporaneous, and that a large gap leaves room for argument, because dust, an untidy garden or mould can appear in an empty property, and people sometimes use it. DPS says the longer the delay, the more doubt that problems were caused by the tenant. Help the adjudicator by explaining the delay and showing what happened in between: that the property was empty and locked, who held keys, that no work was done before the inspection, and any dated photos or messages from the day the keys came back.

SourcesTDS: Inventories, check-in and check-out reportsDPS: Keys to a successful tenancy, wrapping up the tenancy on a good notemydeposits: Evidence for deposit disputes, what you need and how to prepare it

Not as it stands. A check-in report records the property on the day a tenancy starts, so an old one won’t show the condition your new tenant received. In a mydeposits case, a check-in report dated a year before the tenancy, with no proof it was sent to the tenants, couldn’t be used, so the condition at the start couldn’t be compared. mydeposits says each new tenancy needs an up-to-date report that records any deterioration left unrepaired from the last. You can use the old report as a template, but re-inspect every room, update each entry and photo, date it, and send it to your tenant to comment on.

Sourcesmydeposits: Resolution case study, unreliable check-in evidencemydeposits: Evidence for deposit disputes, what you need and how to prepare itTDS: Inventories, check-in and check-out reports

Then a claim for it is hard to support. TDS says it won’t assume an item was in good condition if the check-in report gives no description, and for a missing item it needs to be sure the item was there at the start. A carefully worded overall statement, such as ’free from damage unless otherwise stated’, can help with condition, though not with cleanliness. If the check-out report doesn’t record the damage, other evidence has to fill the gap: dated photos from both ends, an invoice for the item, or your tenant’s own admission. TDS says photos taken at an inspection but left out of the report are unlikely to be taken into account.

SourcesTDS: How TDS approaches disputes involving damage and missing itemsTDS: How TDS approaches disputes involving cleaningTDS: Inventories, check-in and check-out reports

Don’t alter the original report; add a separate, dated note instead, and expect it to carry less weight. TDS says reports must be contemporaneous, and that any later comments or amendments should show clearly who made them and when. Record what was found, when and by whom, with dated photos, and tell your former tenant promptly in writing. A short signed statement from the new tenant can help: TDS says witness statements from someone impartial, such as a new tenant, can sometimes be useful. Explain why the check-out missed it and why it couldn’t have happened after your former tenant left.

SourcesTDS: Inventories, check-in and check-out reportsTDS: How to present your case to a TDS adjudicatorA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

You can raise it, but you will need to show the damage happened during the old tenancy, not since. The check-out report is the main record of the end of that tenancy, and TDS says it must be done promptly, before any work, because a gap leaves room for argument. A new tenant’s check-in report made before they moved in that records the damage is strong evidence; anything found after they have been living there is harder to link to your former tenant. Add dated photos and a statement from the new tenant. If the deposit has already been repaid, the scheme can’t deal with it and any claim would be through the court.

SourcesTDS: Inventories, check-in and check-out reportsTDS: How to present your case to a TDS adjudicatorA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

The adjudicator will still compare them, but every mismatch makes that harder, and the burden of proof is on you. TDS says the check-out is ideally done by the same person as the check-in, though that isn’t always practical, and that it should follow the same format, state which report it was compared with, and use consistent room numbering and descriptions. If yours differ, add a short note matching items across the two reports and explaining differences in wording, backed by dated photos from both. mydeposits says adjudicators look for consistency: whether the reports, photos, messages and invoices tell one story.

SourcesTDS: Inventories, check-in and check-out reportsmydeposits: Evidence for deposit disputes, what you need and how to prepare itA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

Yes. The schemes judge a report by its content, not how it was made, and the joint guide says there’s no set layout for inventories. A report you complete yourself in an app is still your own report, so the joint guide’s tests apply: clear, dated photographs, and evidence your tenant saw it and could comment or sign. TDS recommends reports as locked PDFs with photos embedded and dated digitally, each labelled to the description it relates to. Check the export shows the address, the date, who completed it and your tenant’s signature or comments, and that it records cleanliness as well as condition.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)TDS: Inventories, check-in and check-out reportsmydeposits: Conditions of resolution, insured (July 2026)

Record their comments, respond to them, and keep both with the report. TDS says comments or amendments made by the tenant should be noted clearly and confirmed by you as agreed, the check-in report updated, and a copy kept by each of you; adjudicators consider any amendments the tenant made at the start. If you put something right after their comments, the joint guide suggests a revised inventory signed by both of you. If you disagree with a comment, say so in writing at the time, with dated photos. Where amendments are handwritten, TDS asks you to make clear who wrote them and when.

SourcesTDS: Inventories, check-in and check-out reportsTDS: How TDS approaches disputes involving damage and missing itemsA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)TDS: How to present your case to a TDS adjudicator

Record cleanliness specifically in the check-in report, with evidence behind it. TDS won’t assume a property was clean if the check-in report doesn’t mention cleanliness, and says ’good condition unless otherwise stated’ doesn’t cover it. Describe cleanliness room by room and for items such as the oven, fridge, carpets and windows, ideally in a schedule. If you say it was professionally cleaned, attach the cleaning invoice and cross-refer to it. TDS says photos help for single items like ovens but are of little value for general cleanliness. Without a check-in report, TDS will consider other evidence, such as a detailed cleaning invoice from the start.

SourcesTDS: How TDS approaches disputes involving cleaningTDS: Inventories, check-in and check-out reports

Put your safety first: leave, and finish the inspection once the property is empty. Your tenant doesn’t have to attend, and TDS says their presence isn’t required in law. DPS advises telling someone where and when the check-out is happening and bringing another person if you have safety concerns; the joint guide suggests considering an independent clerk. Write down promptly what happened, which areas you couldn’t inspect and why, and keep any messages. Complete the report as soon as possible after the keys come back, before any cleaning or repairs, so a gap doesn’t weaken it. If you are threatened, contact the police.

SourcesTDS: Inventories, check-in and check-out reportsDPS: Keys to a successful tenancy, wrapping up the tenancy on a good noteA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

Yes. The schemes’ joint guide and DPS both list signed reports of periodic inspections as evidence, and mydeposits says mid-term reports can show what happened during the tenancy. They don’t need to be as detailed as check-in and check-out reports, but they should be dated, note and photograph anything of concern, separate normal wear from damage, record repairs reported or done, and ideally be signed by your tenant. Put any follow-up in writing. In England, section 11(6) of the Landlord and Tenant Act 1985 allows visits to view the property’s condition at reasonable times on 24 hours’ written notice.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)DPS: Keys to a successful tenancy, keeping good recordsmydeposits: Evidence checklist for our membersLandlord and Tenant Act 1985, section 11 (repairing obligations in short leases)

It gives a dated snapshot between check-in and check-out, which narrows when something changed. The joint guide says dated mid-tenancy records can help show when changes occurred, especially in longer, open-ended tenancies. An inspection recording an item as undamaged, with dated photos, helps show later damage happened during the tenancy, not before it. One that finds a problem, such as a leak, mould or pet damage, shows when it was there and whether your tenant had reported it, so send your findings and any request to put it right in writing. mydeposits says when issues are reported can affect who is found responsible.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)DPS: Keys to a successful tenancy, keeping good recordsmydeposits: Resolution case study, pest infestation and replacement itemsmydeposits: Evidence checklist for our members

Yes, always. The joint guide calls the tenancy agreement the bare minimum, and DPS’s terms say claims without a valid agreement are likely to fail, because the adjudicator starts by asking what your tenant agreed to do. Highlight the clauses each deduction relies on: the deposit clause saying what it can be used for, and terms on cleaning, the garden, decoration, pets, smoking, keys, reporting repairs and rent. TDS describes a claim refused despite good evidence because the agreement didn’t say what the deposit could be used for. In England, include any other written terms required for an assured periodic tenancy; in Wales, the written statement of the occupation contract.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)DPS custodial terms and conditions (v35, May 2026)TDS: How to present your case to a TDS adjudicatorTDS: #AskTDS, Horror stories, where have landlords lost claims from a tenant’s deposit?mydeposits: Evidence for deposit disputes, what you need and how to prepare it

It is a term that, contrary to good faith, causes a significant imbalance in the parties’ rights to your tenant’s detriment; under section 62 of the Consumer Rights Act 2015 it isn’t binding on them. In England, section 4 of the Tenant Fees Act 2019 also makes a term requiring a prohibited payment not binding, though the rest of the agreement continues. The joint guide says standard fees in an agreement can be challenged and may be unenforceable if unreasonable, and DPS says you can’t insist your tenant hires professional cleaners. A term that isn’t binding can’t support a deduction, but your other claims still rest on their own terms and evidence.

SourcesConsumer Rights Act 2015, section 62 (requirement for contract terms and notices to be fair)Tenant Fees Act 2019, section 4A Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)DPS: In disputes, be fairTDS: How TDS approaches disputes involving cleaning

Evidence that the tenant broke the tenancy and that it cost you money. The schemes’ joint guide treats the tenancy agreement as the bare minimum and check-in and check-out reports as required in most cases. Add dated photos or video, invoices, receipts or quotes, a rent statement for any arrears, interim inspection reports and relevant messages with your tenant. Explain how each piece supports each deduction, because adjudicators consider only what you send by the deadline.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)DPS Custodial Terms and Conditions (v35, May 2026)TDS: How to present your case to a TDS adjudicator

Very: for most claims about the property’s condition it is the starting point. The joint guide says adjudicators compare the check-in and check-out reports, and without them a claim is highly likely to be rejected. The strongest reports are made by an independent clerk, contain clear dated photographs and are signed by the tenant. Describe each item precisely, avoiding words like ‘fair’ or ‘ok’, and say if something was brand new. mydeposits lists signed and dated check-in and check-out reports among the most important documents in a case.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)mydeposits: Conditions of resolution, custodial (v04)mydeposits: Conditions of resolution, insured-backed (July 2026)

A claim about the property’s condition becomes much harder, because the adjudicator has nothing to compare the check-out with. The joint guide says that without these comparative reports, a claim for damage is likely to fail. Other evidence can still help, such as dated photos or video from the start of the tenancy, or the tenant’s own written admissions. DPS asks you to explain why any expected evidence is missing. Claims that don’t depend on condition, such as rent arrears, rest on the tenancy agreement and a rent statement.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)DPS Custodial Terms and Conditions (v35, May 2026)TDS: Use of photographs, videos and DVDs

It isn’t essential, but it carries weight. DPS says the tenant’s signature is the most important because it confirms they agreed the condition at the time. If your tenant didn’t sign, show they had the chance to: an email sending the report, proof of postage, or a message agreeing with it. mydeposits asks you to explain why the report wasn’t signed. The joint guide says a report you made yourself needs evidence that the tenant saw it and could comment on it.

SourcesDPS: Common dispute questionsmydeposits: Conditions of resolution, custodial (v04)mydeposits: Conditions of resolution, insured-backed (July 2026)A Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

Rarely. Photos support the written check-in and check-out reports but don’t replace them. TDS’s guidance says photographs in isolation are of limited use, that they can’t show smell or grime, and that where photos are unclear it relies on the written reports. End-of-tenancy photos help most when there are comparable photos from the start. mydeposits says photos should back up the written descriptions and shouldn’t be relied on exclusively. Embed them in the reports, numbered and labelled by room.

SourcesTDS: Use of photographs, videos and DVDsTDS: How to present your case to a TDS adjudicatormydeposits: Using photos and videos as evidence

Yes, as far as you can manage. The joint guide says best practice is for photos to be clearly dated, and mydeposits warns that an adjudicator can’t verify when an undated photo was taken. DPS’s terms ask for photos to be signed, or for a signed statement giving the date they were taken. TDS takes a standalone photo’s electronic date at face value unless there’s reason to doubt it. If you rely on a file’s date, screenshot its properties, because mydeposits says the date can be lost on upload.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)mydeposits: Using photos and videos as evidenceDPS Custodial Terms and Conditions (v35, May 2026)TDS: Use of photographs, videos and DVDs

Quotes can support a claim, and you don’t have to do the work first. The joint guide says estimates and quotes are weaker than invoices or receipts, because they don’t show money actually spent, but adjudicators still take them into account. Itemise them by type of work. TDS says submitting a quote doesn’t entitle you to that amount: adjudicators use their own knowledge if a cost looks excessive, so showing it matches other contractors’ prices helps.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)TDS: How to present your case to a TDS adjudicator

Sometimes, if the claim is reasonable and costs no more than a contractor would. The joint guide says landlords generally can’t claim for their time and inconvenience, but a proportionate claim backed by comparable examples may be considered. For cleaning you do yourself, you can claim your own costs and support them with a contractor’s quote. mydeposits says you can claim materials plus a reasonable amount for your time, which must be less than a contractor would charge.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)mydeposits: Adjudication case study, redecoration and fair wear and tear

It depends on the scheme. DPS takes custodial evidence online in uploads of up to 40MB each, as many as you need, in formats including PDF, Word, Excel, JPG, PNG, MP4 and MOV; insured evidence goes by email or post. TDS has a 20MB limit per file, accepts video as MPG, MPEG, MPE, MOV, AVI, MP4 or WMV, and takes YouTube links but not Dropbox or Google Drive. mydeposits accepts files up to 20MB each.

SourcesDPS Custodial Terms and Conditions (v35, May 2026)DPS: The dispute resolution processDPS Insured Terms and Conditions (V30, May 2026)TDS: Use of photographs, videos and DVDsmydeposits: Using photos and videos as evidence

Yes, where they help your claim. The joint guide says correspondence can show when repairs were reported, what was agreed and any admissions, and it counts letters, emails, texts and social media messages. DPS accepts screenshots of texts and WhatsApp messages, and its terms ask landlords to show they contacted the tenant about the deductions. Be selective: TDS warns that long email chains obscure the relevant facts, so send the messages that matter and say what each one shows.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)DPS: Common dispute questionsDPS Custodial Terms and Conditions (v35, May 2026)TDS: How to present your case to a TDS adjudicator

Not your tenant’s name or the property address, which the adjudicator needs to link each document to the tenancy, but do take out personal data nobody needs. TDS says everything you send in support of your claim is made available to the other parties, except your contact details and payment instructions, and that it is your responsibility not to send anything you don’t want them to see. So remove your bank or card details and other people’s information, such as other tenants’ details or unrelated messages. DPS’s terms require you to get the consent of any third party whose personal data you submit. The ICO’s data minimisation principle points the same way.

SourcesTDS: How to present your case to a TDS adjudicatorDPS custodial terms and conditions (v35, May 2026)ICO: Principle (c), data minimisation

Name each file for what it shows, and group them by deduction. mydeposits suggests names such as ’Check-in-Inventory-Signed.pdf’ or ’Living-Room-Carpet-Check-out-Photo.jpg’, messages in date order, and evidence grouped by claim, pointing to the relevant pages of each report. TDS asks for photos to be numbered and labelled with the address, room, date and what they show, and for video moments to be given in minutes and seconds. A logical order is the tenancy agreement, the check-in and check-out reports, then each deduction with its photos, invoices and messages. TDS also suggests a short summary saying what each document is meant to prove, with page numbers.

Sourcesmydeposits: Evidence for deposit disputes, what you need and how to prepare itTDS: How to present your case to a TDS adjudicatorTDS: Use of photographs, videos and DVDs

Evidence that there were no fleas at the start, that they appeared during the tenancy, and that your tenant was responsible. Record at check-in that there were no signs of pests, and keep any treatment invoice from before the tenancy. At the end, get a written report from a pest control contractor on the infestation, its likely cause and how long it had been present. In a mydeposits bed bug case, a clean check-in report and a contractor’s report dating the infestation to the tenancy led to the treatment cost being awarded in full. If your tenant had a pet, include the pet agreement and any clause on flea treatment, which mydeposits suggests adding.

Sourcesmydeposits: Resolution case study, pest infestation and replacement itemsmydeposits: Pet rent and pet depositsTDS: How to present your case to a TDS adjudicatorA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

At TDS and mydeposits, yes; at DPS, generally not the files themselves. TDS says everything you send in support of your claim is made available to the parties through its evidence portal, except your contact details and payment instructions. At mydeposits, you upload your proposed deductions and evidence in its portal so your tenant can respond, and both sides can respond to each other’s position. DPS’s custodial terms say neither side can view the other’s evidence files, and for insured deposits the tenant’s evidence request includes details of your claim. Either way, write as though your tenant will read every word, and leave out anything irrelevant.

SourcesTDS: How to present your case to a TDS adjudicatormydeposits: Conditions of resolution, insured (July 2026)mydeposits: Conditions of resolution, custodial (v04)DPS custodial terms and conditions (v35, May 2026)DPS insured terms and conditions (v30, May 2026)

It depends on the scheme. At TDS Custodial, you submit first and your tenant then has 5 working days to respond; TDS says documents are made available to the parties through its portal, but its rules give you no further round to reply. At DPS, both sides submit within the same 14 days and neither can view the other’s files, though under the insured terms the adjudicator sends each side copies of any extra information received from the other. At mydeposits, your tenant’s response and evidence come through the portal during negotiation, and both sides can respond to each other’s position. In every scheme the decision is made on the papers, with no hearing.

SourcesTDS: Rules for the Independent Resolution of Tenancy Deposit Disputes [Custodial Scheme], 4th edition, effective 1 May 2026TDS: How to present your case to a TDS adjudicatorDPS custodial terms and conditions (v35, May 2026)DPS insured terms and conditions (v30, May 2026)mydeposits: Conditions of resolution, insured (July 2026)

Only as weak supporting evidence, not as your check-in record. TDS says advertising particulars aren’t detailed enough to be used as an inventory and aren’t an accurate record of the property on the day the tenancy starts. Listing photos are often taken well before the tenancy and chosen to show the property at its best, so they may not show the marks an adjudicator needs to see. If they are all you have, give the date they were taken and explain what they show. Better, make a proper check-in report on the day your tenant moves in, with dated photos of every room, and send it to them to comment on.

SourcesTDS: Inventories, check-in and check-out reportsmydeposits: Using photos and videos as evidenceA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

Neither replaces a written report, and they work best together. mydeposits says video covers a wide area quickly and gives an overall view, while photos can show greater detail. DPS says photos are most often the best evidence because adjudicators can study them more easily, and that video suits things like showing equipment no longer works. If you film, show the date, name each room as you go, and give the minute and second where each issue appears, as TDS asks. Check the limits before you rely on long videos: TDS and mydeposits take files of up to 20MB each, and DPS uploads of up to 40MB.

Sourcesmydeposits: Using photos and videos as evidenceDPS: Keys to a successful tenancy, wrapping up the tenancy on a good noteTDS: Use of photographs, videos and DVDsDPS: The dispute resolution process

It helps, but it is weaker than a written report. TDS says a lengthy video may be of limited use without a written report, and that recordings can’t show smell or grime. The joint guide treats check-in and check-out reports as required evidence in most cases. A video does have one strength: TDS notes it can capture items that were undamaged at the start, which a few photos of problem areas would miss. Make it count: show the date, film every room slowly in good light, name each room, and send it to your tenant asking them to confirm by email that it is accurate.

SourcesTDS: Inventories, check-in and check-out reportsTDS: Use of photographs, videos and DVDsA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

Take a wide shot that shows where the damage is, then a close-up with something for scale. mydeposits recommends natural daylight where possible, a ruler or pen in the frame, and no blurry or dark images. TDS asks for photos to be numbered, labelled with the date, room and what they show, and cross-referenced to the written report, and suggests noting the lighting or weather. Photograph the same item from the same angle at check-in and check-out, so the change is obvious. The joint guide says photocopied photos can be unclear, so upload the original digital files.

Sourcesmydeposits: Evidence for deposit disputes, what you need and how to prepare itTDS: Inventories, check-in and check-out reportsTDS: How to present your case to a TDS adjudicatorA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

They can help, but none is required and no scheme endorses a particular app. mydeposits says photos taken separately from the reports should carry a visible date and time stamp, because an adjudicator can’t verify when an undated photo was taken. TDS takes a photo’s electronic date at face value unless there is reason to doubt it, but warns that digital photos can be altered. The stronger approach is to embed dated photos in the check-in and check-out reports, as a locked PDF if you can, and ask your tenant to sign or acknowledge them. If you rely on file data instead, screenshot the file’s properties, as mydeposits says dates can be lost on upload.

Sourcesmydeposits: Evidence for deposit disputes, what you need and how to prepare itmydeposits: Using photos and videos as evidenceTDS: Use of photographs, videos and DVDsTDS: Inventories, check-in and check-out reports

Tie every photo to the property and the date. TDS says an adjudicator must be satisfied photos are of the property in question and when they were taken, and suggests labels giving the address, room, date and what each photo shows. Embed photos in the check-in and check-out reports, which carry the address and date, and have your tenant sign them. Take an overview of each room before close-ups, so recognisable features link the detail to the room, and include the front of the property. For video, say the address and date at the start and name each room. Sharing photos with your tenant at the time lets them confirm them.

SourcesTDS: Inventories, check-in and check-out reportsTDS: How to present your case to a TDS adjudicatorTDS: Use of photographs, videos and DVDsmydeposits: Using photos and videos as evidence

The outside and the details. TDS’s inventory guide says it is surprising how often the garden is overlooked, along with driveways, fencing, garages and outbuildings. Also photograph meter readings and serial numbers, the oil tank level, every key provided, smoke and carbon monoxide alarms, appliances with their makes and models, light fittings and bulbs, and mattresses. Photograph the inside of the oven and fridge, since TDS says photos are useful for cleaning claims on single items such as ovens. Take an overview of every room as well as close-ups. mydeposits suggests concentrating on areas that often need negotiation at the end of a tenancy.

SourcesTDS: Inventories, check-in and check-out reportsTDS: How TDS approaches disputes involving cleaningmydeposits: Using photos and videos as evidence

Post is possible, but memory sticks are another matter. TDS accepts evidence by post, with printed photos, but not photos on CD, DVD or other memory devices; video must be uploaded, within 20MB a file, or linked from YouTube. DPS takes custodial evidence by upload or post, but not by email or cloud storage links, and insured evidence by email or post. mydeposits returns posted evidence only if you ask. Online upload is quicker at every scheme, and DPS lets you make as many uploads of up to 40MB as you need. Ask your scheme before posting a USB stick.

SourcesTDS: Use of photographs, videos and DVDsTDS: Rules for the Independent Resolution of Tenancy Deposit Disputes [Custodial Scheme], 4th edition, effective 1 May 2026DPS custodial terms and conditions (v35, May 2026)DPS insured terms and conditions (v30, May 2026)mydeposits: Conditions of resolution, insured (July 2026)

Usually because they can’t show when, where or what. mydeposits says undated photos can’t be verified and that dark, blurry images make poor evidence. TDS says unclear or photocopied images aren’t useful, that end-of-tenancy photos help only if there are comparable ones from the start, and that photos taken at an inspection but left out of the report are unlikely to be considered. Photos also can’t show smells, and show general cleanliness poorly. Close-ups without context or scale are hard to interpret. Loose photos that weren’t labelled or shared with your tenant at the time carry less weight than ones embedded in a signed report.

Sourcesmydeposits: Evidence for deposit disputes, what you need and how to prepare itTDS: How to present your case to a TDS adjudicatorTDS: Inventories, check-in and check-out reportsTDS: How TDS approaches disputes involving cleaning

Yes, if you take them carefully and describe the damage in writing too. TDS says close-ups of marks should include something for scale, such as a tape measure or pen, plus an overview showing where the mark is and its impact on the room, because a close-up alone can be hard to interpret. Light falling across the surface, rather than straight on, often shows scratches and dents more clearly. Describe each mark’s location, type, colour and size in the report. Keep the claim in proportion: TDS gives the example that a small carpet mark that doesn’t affect its life may justify only a small award, such as £50.

SourcesTDS: Inventories, check-in and check-out reportsmydeposits: Evidence for deposit disputes, what you need and how to prepare it

Open the chat, then on Android tap the three-dot menu, More, then Export chat; on iPhone, tap the contact’s or group’s name, then Export chat. Choose whether to include media, then save or send the file. WhatsApp’s help centre says the export is a text file, which comes as a ZIP on iPhone, and that view-once messages aren’t included. The schemes accept WhatsApp messages: DPS lists screenshots of WhatsApp messages as evidence, and mydeposits counts WhatsApp logs as written communication. Check your scheme takes the file type (DPS accepts .txt) and point the adjudicator to the dated messages that matter.

SourcesWhatsApp help: How to export your chat historyDPS: Common dispute questionsmydeposits: Evidence for deposit disputes, what you need and how to prepare itDPS: The dispute resolution process

Screenshots are usually enough if they show the date, time and who sent each message, and include enough of the exchange to show its meaning. DPS accepts screenshots of texts and WhatsApp messages. TDS says adjudicators don’t need to see every email and text, and that large amounts of correspondence bury the important evidence. So send the messages that matter, in date order as mydeposits suggests, with a note of what each one shows. Keep the full conversation, exported if you can, in case your tenant says a screenshot leaves out context: at TDS your tenant sees what you send and can respond.

SourcesDPS: Common dispute questionsTDS: How to present your case to a TDS adjudicatormydeposits: Evidence for deposit disputes, what you need and how to prepare it

Only if you can show what was said, which is hard without a written record. Adjudicators decide on the papers, with no hearing, and TDS’s guide says an adjudicator won’t usually take one person’s word against another’s without supporting evidence. mydeposits lists relying on a phone call you never confirmed in writing as a common mistake, because what was said is then very hard to prove. If the tenant later mentioned the call in a text or email, use that message. Dated notes you made at the time carry more weight than an account written now. From now on, confirm calls by email the same day and keep the tenant’s reply.

Sourcesmydeposits: Evidence for deposit disputes, what you need and how to prepare itTDS: How to present your case to a TDS adjudicatorTDS: Rules for the Independent Resolution of Tenancy Deposit Disputes [Custodial Scheme], 4th edition, effective 1 May 2026A Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

Yes, they can, but they don’t replace the rest of your evidence. The schemes’ joint guide says the adjudicator will take into account any admissions of liability by the tenant, but evidence should still show how the tenant broke the tenancy agreement and the loss that resulted. Texts, emails and messaging apps all count as written correspondence. An admission doesn’t settle the amount either: the joint guide notes that even admitted damage doesn’t automatically mean the tenant pays the full replacement cost. In a mydeposits case with an unreliable check-in report, the tenant’s own admission was what supported a small award. Include the message with its date, linked to the deduction it supports.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)mydeposits: Evidence for deposit disputes, what you need and how to prepare itmydeposits: Resolution case study, unreliable check-in evidence

It can shift part of the cost to the tenant, but only for the harm the delay caused. In a mydeposits case, a sink leak came from worn parts that were the landlord’s responsibility, but the tenant tried to fix it and reported it only once the laminate floor warped. The adjudicator awarded 20% of the sink repair and 60% of the floor replacement. mydeposits says landlords can only act on a problem once it has been brought to their attention. You still need to show when it started and that the tenant should have noticed it: the check-in report, mid-tenancy inspections, the date of the first report and a contractor’s view of how long it had been going on.

Sourcesmydeposits: Resolution case study, blocked toilet, leaking sink and floor damagemydeposits: Evidence for deposit disputes, what you need and how to prepare itA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

Generally, yes: records made when things happened are harder to dispute than an account written for the dispute. TDS’s inventory guide says check-in and check-out reports must be ’contemporaneous’ to be reliable, because a gap leaves room for argument. The joint guide says correspondence helps establish when repairs were reported and what was agreed. A later statement is still useful to explain your evidence and point the adjudicator to it, but TDS’s presenting guide warns that an adjudicator won’t usually take one person’s word against another’s without supporting evidence. Use your statement to summarise, and the dated emails to prove.

SourcesTDS: Inventories, check-in and check-out reportsA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)TDS: How to present your case to a TDS adjudicator

It can be considered, as long as it is clear and complete. Nothing in the schemes’ published rules requires invoices to be typed, and TDS’s guide says handwriting is fine if it is legible. What matters is what it shows. TDS says evidence that can’t be linked to the tenancy, such as an undated document without the property address, isn’t usually relevant, and the joint guide asks for receipts itemised with a breakdown of costs for each type of work. Make sure it gives the tradesperson’s name and contact details, the date, the property address, the work done, and labour and materials separately. If the cost looks high, add a comparable quote.

SourcesTDS: How to present your case to a TDS adjudicatorA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)DPS: The importance of invoices and evidence in positive dispute outcomes (2023)mydeposits: Evidence for deposit disputes, what you need and how to prepare it

No rule says it must, but it should. TDS’s guide to presenting a case says evidence isn’t usually relevant if it can’t be linked to the tenancy in question, and that a contractor’s report should be on headed paper, dated and refer to the property. An invoice without an address could be for any job, so the tenant can question it. TDS also suggests appliance invoices with delivery details showing the tenancy property address. Ask the contractor to add the address, the date of the work and an itemised description. If an old invoice lacks the address, link it with other evidence, such as the job booking email or the contractor’s report.

SourcesTDS: How to present your case to a TDS adjudicatorTDS: #AskTDS, Horror stories, where have landlords lost claims from a tenant’s deposit?A Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

Yes, where it can. mydeposits says adjudicators look for a clear breakdown of the work, detailing the cost of materials and labour. The joint guide asks for receipts itemised with a breakdown for each type of work, and DPS asks contractors to itemise their costs and describe the work done. A breakdown matters because adjudicators often award only part of a cost, such as a share of a replacement allowing for the item’s age, or the labour for one job but not another. If one invoice covers several jobs, such as cleaning and repairs, ask for each to be priced separately so every deduction has its own figure.

Sourcesmydeposits: Evidence for deposit disputes, what you need and how to prepare itA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)DPS: What makes a reasonable deposit claim?DPS: The importance of invoices and evidence in positive dispute outcomes (2023)

Ask the handyman for a dated receipt now, and back it up. The receipt should give their name and contact details, the property address, the date, the work done, and the labour and materials, itemised as the joint guide asks. Add your receipts for any materials you bought, the cash withdrawal record, before-and-after photos and the messages booking the job. DPS warns that if a cost looks high and there’s no supporting quote or invoice, the adjudicator may estimate a reasonable cost from their own research, so a comparable quote from another tradesperson helps show your figure is in line. TDS also checks costs against publicly available prices.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)DPS: The importance of invoices and evidence in positive dispute outcomes (2023)DPS Custodial Terms and Conditions (v35, May 2026)TDS: Rules for the Independent Resolution of Tenancy Deposit Disputes [Custodial Scheme], 4th edition, effective 1 May 2026

Yes, and it is sensible to share them. TDS’s scheme rules say you must tell the tenant in writing, promptly after the tenancy ends, what you propose to deduct and why, and TDS advises giving an itemised list with evidence. Its deductions template is designed to give the tenant the evidence behind each deduction. If it goes to a dispute, TDS and mydeposits let the other side see the evidence you submit. DPS works differently: neither side can view the other’s uploaded files. Sharing invoices early lets the tenant check the figures, and may settle some points before adjudication.

SourcesTDS Custodial Scheme Rules, 2nd edition, effective 1 May 2026TDS: Tenancy deposit disputes in 2025, myths, realities and best practicesTDS: Deductions TemplateTDS: How to present your case to a TDS adjudicatorDPS Custodial Terms and Conditions (v35, May 2026)

Not always, but where the cause is disputed it is often the key evidence. The burden of proof is on you, and mydeposits says professional reports are the best evidence in damp and mould cases, because adjudicators aren’t qualified to assess the cause themselves; it recommends a qualified surveyor. TDS’s presenting guide says contractors’ reports can be useful where the cause of mould or a broken appliance is in dispute, and should be on headed paper, dated and refer to the property. In a mydeposits case, a plumber’s report showing a toilet blockage was recent and caused by wipes supported a full award for clearing it.

Sourcesmydeposits: Resolution case study, damp and mouldTDS: How to present your case to a TDS adjudicatormydeposits: Resolution case study, blocked toilet, leaking sink and floor damage

Not necessarily. TDS’s guide says the adjudicator won’t automatically follow a contractor’s opinion: it is weighed with everything else. In a mydeposits case, a contractor’s report blamed the tenant for drying clothes on radiators and poor ventilation, yet the deposit went back in full. The contractor was a decorator, not qualified to judge the cause, the agent hadn’t followed up the tenant’s reports or inspected, and only part of the house had been repainted. GOV.UK guidance also says it is totally unreasonable to blame damp and mould on ’lifestyle choices’. Back the report with check-in evidence, inspection records and how you responded to the tenant’s reports.

SourcesTDS: How to present your case to a TDS adjudicatormydeposits: Resolution case study, damp and mouldGOV.UK: Understanding and addressing the health risks of damp and mould in the home

Yes. The schemes’ joint guide says landlords and tenants can both submit witness statements or letters of support, for example from independent contractors, surveyors or third-party agencies. The adjudicator won’t contact witnesses, cross-examine them or take evidence under oath, so a statement has to stand on its own. TDS’s presenting guide says statements aren’t usually required but can help if they come from someone impartial, such as a neighbour or the new tenant, while statements from friends and family are seldom useful. Make sure each one is signed and dated, names the property and says what the person saw and when.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)TDS: How to present your case to a TDS adjudicatorDPS: What makes a reasonable deposit claim?

It can be, if the neighbour is impartial and saw something relevant. TDS’s presenting guide names a neighbour as an example of an impartial witness whose statement can be useful, unlike friends and family. Keep it to facts the neighbour saw directly, with dates, such as bags of rubbish left outside on the day the tenant moved out. Opinions about the tenant’s character won’t help: TDS says character evidence isn’t relevant. The adjudicator won’t contact the neighbour, so the letter should be signed and dated, give their name and address, and sit alongside your check-out report and photos rather than replace them.

SourcesTDS: How to present your case to a TDS adjudicatorA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

It should record facts, cause and cost in a way the adjudicator can check. TDS’s guide says a contractor’s report should be on headed paper, dated and refer to the property, and that a suitably qualified contractor confirming, say, impact damage rather than wear and tear is far more convincing than a guess. Include who they are and their trade, when they visited, what they found, the likely cause and why, the work needed and the itemised cost. Where you claim replacement, TDS suggests a professional’s written opinion that cleaning isn’t possible. Attach their dated photos and have them sign it.

SourcesTDS: How to present your case to a TDS adjudicatorTDS: #AskTDS, Horror stories, where have landlords lost claims from a tenant’s deposit?A Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)mydeposits: Resolution case study, blocked toilet, leaking sink and floor damage

It can make your case harder to follow. TDS’s guide lists sending too much ’evidence’, especially long email chains, as a common mistake: important documents get buried, and irrelevant material can delay the dispute. It says quality, not quantity, is what matters. mydeposits’ conditions say evidence must be relevant and proportionate, that it may suggest court for cases with a large volume of evidence, and that it isn’t responsible for errors caused by unclear or contradictory evidence. DPS says an adjudicator may be unable to decide a case where the evidence is particularly large or complex. Send what proves each deduction, and point to the page or photo.

SourcesTDS: How to present your case to a TDS adjudicatormydeposits: Conditions of resolution, insured-backed (July 2026)DPS: What adjudicators domydeposits: Evidence for deposit disputes, what you need and how to prepare it

Mostly because the evidence doesn’t prove the claim. The deposit is the tenant’s money until you show otherwise, and TDS says that when a disputed deposit goes back to the tenant, it is primarily because the landlord hasn’t made a strong enough case. DPS lists the most common reasons claims fail: no full breakdown of the claim, too little supporting evidence, evidence sent incorrectly or late, no allowance for fair wear and tear, claiming betterment, and relying on unfair terms such as compulsory professional cleaning. A missing check-in report, or a tenancy agreement with no clause allowing deductions, can also stop an otherwise well-evidenced claim.

SourcesTDS: How to present your case to a TDS adjudicatorDPS: Are you ready to power up for dispute success? (January 2021)A Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)TDS: #AskTDS, Horror stories, where have landlords lost claims from a tenant’s deposit?

Evidence is weak when it can’t be compared, dated, linked to the claim or relied on. mydeposits says adjudicators look at consistency, credibility, completeness and relevance. Common weaknesses are no check-in report to compare with the check-out, undated or blurry photos, a check-out done long after the tenant left, a landlord’s own inventory the tenant never saw, and invoices that don’t match the claim, such as a cleaning claim backed by a repairs invoice. In one mydeposits case, a check-in report dated a year before the tenancy, with undated photos, couldn’t be relied on. TDS adds that opinions and suspicions aren’t usually taken into account.

Sourcesmydeposits: Evidence for deposit disputes, what you need and how to prepare itmydeposits: Resolution case study, unreliable check-in evidenceTDS: How to present your case to a TDS adjudicatorA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)

No. Claim what you can evidence. The schemes’ joint guide says many landlords claim the full deposit instead of a deduction that is fair to both sides, and that adjudicators award only what they think is reasonable. DPS says landlords have a duty to act reasonably and not claim more than is necessary to compensate for their loss. Under TDS’s dispute rules, earlier offers can be taken into account unless they were made ’without prejudice’, so an inflated opening figure stays on the record. If your genuine costs exceed the deposit, TDS’s guide says not to round them down: list them in full, knowing no scheme can award more than the deposit.

SourcesA Guide to Deposits, Disputes and Damages (joint guide by TDS, DPS and mydeposits, revised July 2026)DPS: What makes a reasonable deposit claim?TDS: Rules for the Independent Resolution of Tenancy Deposit Disputes [Custodial Scheme], 4th edition, effective 1 May 2026TDS: How to present your case to a TDS adjudicator

The schemes name the same few again and again. TDS’s presenting guide lists: no before-and-after evidence, such as a check-out report with no check-in report; no allowance for an item’s age; a check-in done before the pre-tenancy clean, or a check-out after the end clean; leaving the adjudicator to work out the claim from ’see enclosed estimates’; long email chains; irrelevant points about behaviour; no evidence of an item’s quality or value; and check-in and check-out reports in different formats. DPS adds missing evidence deadlines and claiming under unfair terms. mydeposits adds relying on phone calls never confirmed in writing.

SourcesTDS: How to present your case to a TDS adjudicatorDPS: Are you ready to power up for dispute success? (January 2021)mydeposits: Evidence for deposit disputes, what you need and how to prepare it

No scheme publishes this regularly. The only official figures are DPS’s, for 2014, so they may not reflect today. DPS reported that 17.63% of landlords who had agreed to dispute resolution either missed the evidence deadline or sent nothing, and that 10.37% never sent any evidence at all. Tenants did worse, at 22.86%. DPS said a landlord’s failure meant an automatic ruling or payout for the tenant. The rules still work the same way: TDS’s dispute rules say that if the landlord doesn’t respond in time, the adjudicator is likely to return the disputed deposit to the tenant, and DPS may release it to the other side. Note your deadline as soon as the dispute starts.

SourcesDPS news release, 12 January 2015: 18% of landlords, 23% of tenants missed deadlines for evidence during deposit disputes during 2014TDS: Rules for the Independent Resolution of Tenancy Deposit Disputes [Custodial Scheme], 4th edition, effective 1 May 2026DPS Custodial Terms and Conditions (v35, May 2026)