DIY InventoryGeneral information for England as at October 2026, not legal advice. Deposit rules differ in Wales, Scotland and Northern Ireland; check gov.uk, your deposit scheme or a qualified adviser for your situation.
A landlord can only deduct from a tenancy deposit for a real loss they can show: unpaid rent, damage beyond fair wear and tear, cleaning to bring the home back to the standard it was let in, and missing items listed on the inventory. They can’t charge for normal wear, for making the property better than it was, or for anything the tenancy agreement and the law don’t allow. If you disagree, the deposit scheme’s free dispute service decides, and the landlord has to prove each deduction.
What can a landlord deduct from a deposit?
The deposit is the tenant’s money, held as security. At the end of the tenancy a landlord or agent can propose deductions for:
- Unpaid rent: rent owed up to the end of the tenancy.
- Damage: burns, stains, holes, broken fittings or appliances, beyond what normal use would cause.
- Cleaning: only to bring the property back to the standard recorded at the check-in, not to a higher one.
- Missing items: furniture, keys, remote controls or fittings listed on the check-in inventory and not there at the end.
- Gardens: overgrown lawns or beds, if the tenancy made the tenant responsible for the garden.
- Rubbish left behind: the reasonable cost of clearing belongings and waste.
- Other unpaid charges the agreement allows: for example a utility bill the tenant agreed to pay to the landlord, or a permitted default fee such as the reasonable cost of replacing a lost key.
Every deduction should be backed by evidence: the check-in report, the check-out report, photos, and an invoice, quote or receipt for the cost.
What a landlord can’t deduct
- Fair wear and tear: flattened carpet in walkways, light scuffs, faded paint, tired hinges. See fair wear and tear vs damage.
- Betterment: charging the full price of a new carpet to replace one that was already eight years old, or redecorating a room that was due for it anyway.
- Routine costs of letting: the landlord’s own time, re-letting fees, check-out fees or inventory fees. Under the Tenant Fees Act 2019, most fees charged to tenants in England are banned.
- Problems that were there at the start: anything recorded on the check-in report as already damaged or dirty.
- Repairs that are the landlord’s job: for example a boiler that failed through age, or damp caused by a leak the tenant reported.
How deductions are worked out: age, lifespan and apportionment
Deposit schemes expect landlords to put the landlord back in the position they were in, not better. So a deduction for damage usually reflects the age of the item and how long it would have lasted anyway. This is called apportionment.
| Example | How it is usually treated |
|---|---|
| Carpet burnt, carpet 6 years old with an expected life of about 10 years | A share of the replacement cost (roughly the remaining 40%), not the full price |
| Walls marked by picture hooks, room last painted 5 years ago | Often little or nothing, as the room would be due for repainting |
| Oven left greasy, recorded as clean at the check-in | The reasonable cost of a professional clean |
| Wine stain on a sofa listed as “good” at the check-in | Cleaning cost, or a share of repair if it can’t be cleaned |
| Two keys missing out of four listed | Cost of cutting keys, or changing the lock if security is affected |
A landlord also doesn’t have to replace or repair something to claim for it, but the amount should still reflect the loss, not a new item. Where a cheaper fix (a patch repair, a clean) would do, the claim should be for that.
Why the check-in and check-out reports matter most
Almost every deposit dispute comes down to one question: what was the condition at the start, compared with the end? Without a check-in inventory it’s very hard for a landlord to prove anything changed, and very hard for a tenant to show the mark was already there.
A good report records each item’s condition, cleanliness and any marks, with clear dated photos. DIY Inventory burns the date and time into every photo, needs at least 8 photos per room, and is signed on screen. At the end, a check-out can start from the check-in and show each item then and now, side by side. See the example report and the check-out inspection guide.
How deposit deductions work at the end of a tenancy
- Check-out: the landlord or agent inspects the property, ideally with the tenant, against the check-in report.
- Proposal: the landlord tells the tenant what they want to deduct and why, with evidence and costs.
- Agreement: if you both agree, the landlord must return the deposit within 10 days of agreeing the amount (gov.uk).
- Dispute: if you don’t agree, the amount not in dispute should be paid back and the rest stays protected until it’s settled, either by negotiation, the scheme’s free dispute service or court. See how to dispute deposit deductions.
Can a landlord deduct for cleaning?
Yes, but only to return the property to the standard it was in at the start, allowing for normal use. If the check-in report says “professionally cleaned”, a tenant who leaves it reasonably clean but not to that standard may face a cleaning charge. A clause that forces every tenant to pay for a professional clean regardless of condition is generally not enforceable in England, as it’s a banned fee. Our end of tenancy cleaning checklist goes room by room.
Can a landlord deduct for redecorating?
Only where the tenant caused damage beyond normal use: large marks, holes, unapproved paint colours, crayon on walls. A few small marks or nail holes after a long tenancy are usually wear. The age of the last decoration matters a lot.
Unpaid rent and bills
Rent arrears are the most common reason for a deposit to be kept. A landlord can deduct rent owed under the tenancy, and the schemes accept rent statements as evidence. Bills paid directly by the tenant to a supplier (gas, electricity, broadband) are between the tenant and the supplier, so they aren’t usually a deposit matter. Take meter readings on the last day; see meter readings when moving house.
Wales, Scotland and Northern Ireland
- Wales: deposits must still be protected, and the same three schemes and dispute services are used. Tenancies are occupation contracts under the Renting Homes (Wales) Act 2016.
- Scotland: deposits are capped at two months’ rent and protected with SafeDeposits Scotland, Letting Protection Service Scotland or mydeposits Scotland.
- Northern Ireland: deposits are protected with an approved scheme within 28 days and, for tenancies since April 2023, capped at one month’s rent.
The principles on wear and tear and evidence are much the same everywhere.
Questions
Can a landlord keep my whole deposit?
Only if the losses they can prove add up to that much, for example large rent arrears or serious damage. Each deduction needs evidence, and you can challenge it through the deposit scheme’s free dispute service.
Can a landlord charge for fair wear and tear?
No. Wear from normal use over the length of the tenancy, such as worn carpet in walkways or faded paint, isn’t the tenant’s cost.
How long does a landlord have to return a deposit?
Once you and the landlord agree how much you’ll get back, it must be returned within 10 days. If you can’t agree, the disputed part stays protected in the scheme until it’s resolved.
Do I have to pay for a professional clean when I move out?
In England a landlord can’t make you pay for a professional clean as a fee. They can only deduct cleaning costs if the property is less clean than it was at the check-in, allowing for normal use.
What evidence does a landlord need for deductions?
Usually a signed check-in inventory, a check-out report, dated photos and invoices or quotes. Without a check-in report it is hard for a landlord to show the condition changed.
Can a landlord deduct for the cost of the check-out report?
No. In England, check-out and inventory fees can’t be charged to tenants under the Tenant Fees Act 2019, so they can’t be taken from the deposit either.
Updated 27 October 2026