Check-out report & getting your deposit back
At the end of a tenancy, the check-out report decides how much of your deposit comes back. Here is how it works, what your landlord can and cannot deduct, and how to get your money returned in full.
In short: The check-out report compares the property against the check-in report to record any change in condition. Your landlord can deduct only for damage beyond fair wear and tear, and cannot charge to improve on the original condition (betterment). The deposit must be returned within 10 days of agreeing the amount, and if you disagree, your scheme's free dispute resolution (ADR) decides — with the disputed money staying protected in the meantime.
What is a check-out report?
A check-out report is the record of the property's condition at the end of your tenancy, set against the check-in report made at the start. Where the check-in report (or inventory) is the starting photograph of every room, the check-out is the closing one. The two are read side by side: any difference that is not down to fair wear and tear is what your landlord can potentially deduct from your deposit.
Like the inventory, a check-out report is not a statutory legal requirement — but without one, a landlord has almost no way to prove that something changed during the tenancy. A good check-out walks the same ground as the check-in: walls, ceilings, floors, paintwork, carpets, curtains, furniture, appliances and fittings, plus cleanliness, the meter readings and the keys returned. It should be dated, ideally photographed, and a copy given to you.
The single most important point: a deduction can only be measured against the condition recorded at the start. If there is no check-in evidence, there is nothing to compare the check-out against — which is why the inventory matters so much.
Fair wear and tear vs damage
Your landlord cannot deduct for fair wear and tear — the gradual, expected deterioration of a property that is lived in normally. They can deduct for damage, which goes beyond reasonable use. The line between the two is the heart of almost every deposit dispute, so here are concrete examples.
| Fair wear and tear (landlord pays) | Damage (tenant may pay) |
|---|---|
| Minor scuffs and marks on walls from everyday living | Holes in walls from unapproved shelves or fixings |
| Light tread marks and thinning on a carpet in walkways | Burns, tears or large stains on a carpet |
| Faded or slightly worn paintwork over time | Walls repainted in a bold colour without permission |
| Loose hinges or general loosening through use | Broken fixtures, cracked sanitaryware or a smashed door |
| Slightly worn or dated kitchen surfaces | Deep scratches, chips or heat damage to worktops |
| Limescale or light grime needing a routine clean | Heavy grease, mould from neglect, or rubbish left behind |
What counts as "fair" depends on how long you lived there and how many people used the property. A small mark after five years is expected; the same mark after five months is harder to explain. Adjudicators look at the realistic life of an item, not a perfect showroom standard.
The betterment principle
Your landlord cannot use your deposit to end up better off than they were at the start of the tenancy — this is the betterment principle. A deduction must reflect the age and condition of the item at the time it was damaged, not the cost of a brand-new replacement.
For example, if a carpet was already several years old and you stain it beyond cleaning, your landlord cannot charge you for a new carpet. The adjudicator estimates how much useful life the carpet had left and awards only that share. A carpet with two years left out of a ten-year life means roughly a fifth of the replacement cost, not the lot. The same logic applies to paint, appliances and furnishings: deductions are scaled to wear, age and the cost of putting right the actual loss — never to upgrade the original.
Getting your deposit back: the 10-day rule
Once you and your landlord agree how much should be returned, the deposit must be paid back within 10 days. The deposit was held in a government-approved protection scheme — DPS, MyDeposits or TDS — throughout the tenancy, and the return is processed through that scheme.
If you cannot agree, you do not have to go to court. Each scheme offers free alternative dispute resolution (ADR): an independent adjudicator reviews the evidence both sides submit and decides how the disputed amount is split. The decision is binding. Crucially, while a dispute is open, the money in question stays protected in the scheme — your landlord cannot simply keep it. Any amount that is not in dispute should still be returned to you promptly.
This is why dated, signed check-in and check-out reports are so valuable: in ADR, the side with the clearer evidence almost always prevails. Photographs with timestamps, a signed inventory and the agreed meter readings turn a "your word against mine" argument into a documented one.
Deposit cap reminder
Under the Tenant Fees Act 2019, your landlord can only hold a deposit up to a set cap. If your deposit was taken above this, that is a separate breach you can challenge.
| Annual rent | Maximum deposit |
|---|---|
| Under £50,000 | 5 weeks' rent |
| £50,000 or more | 6 weeks' rent |
If the deposit was never protected in an approved scheme within 30 days, or you were not given the prescribed information, a court can order the landlord to pay you between one and three times the deposit — on top of returning it.
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🏠 Start nowCommon mistakes
- Skipping the check-in report. Without a baseline, the check-out proves nothing. No inventory usually counts in the tenant's favour, but it cuts both ways — protect yourself with one.
- Not attending the check-out. Being present (or sending dated photos the same day) lets you flag disputed points before the report is finalised.
- Forgetting the meter readings. Record gas, electricity and water at check-out so you are only billed for your own usage.
- Confusing cleaning with damage. A property must be returned as clean as it was at the start — no more. A landlord cannot demand a professional clean if the inventory did not record one.
- Accepting a deduction without evidence. Ask for itemised costs and proof. If a figure looks like a full upgrade rather than a fair, age-adjusted repair, challenge it through ADR.
- Missing the dispute window. Once you formally agree an amount, the 10-day clock starts and the agreement is hard to reopen — query anything you are unsure about first.
Frequently asked questions
How long does my landlord have to return my deposit?
Your landlord must return the deposit within 10 days of you both agreeing how much should be returned. If you cannot agree, you can raise a dispute with your deposit protection scheme, and the disputed amount stays protected in the scheme until the matter is resolved.
What is the difference between fair wear and tear and damage?
Fair wear and tear is the gradual deterioration that happens with normal, everyday use, such as minor scuffs on walls or light tread marks on a carpet. Your landlord cannot deduct for this. Damage goes beyond reasonable use, such as holes in walls, burns, large stains or broken fixtures, and your landlord can deduct a fair amount for it.
What is the betterment principle?
Betterment means your landlord cannot use your deposit to end up in a better position than at the start of the tenancy. A deduction must reflect the age and condition of the item, so they cannot charge you for a brand-new carpet to replace a part-worn one. Any award reflects the remaining lifespan, not full replacement cost.
How much deposit can my landlord take?
Under the Tenant Fees Act 2019, the deposit is capped at 5 weeks' rent where the annual rent is under £50,000, or 6 weeks' rent where the annual rent is £50,000 or more. The deposit must also be protected in a government-approved scheme within 30 days of receipt.
What if there was no check-in report or inventory?
Without a check-in report it is very hard for a landlord to prove the condition of the property at the start, so deductions are difficult to justify in a dispute. The adjudicator weighs the evidence each side provides, and an absent or unsigned inventory usually counts in the tenant's favour.
Does the free dispute resolution cost anything?
No. Each government-approved scheme (DPS, MyDeposits and TDS) offers free alternative dispute resolution (ADR). An independent adjudicator reviews the evidence from both sides and decides how the disputed amount should be split, and the decision is binding.