The situation
Dev owns two flats. At check-out, the living room carpet in one has a large red wine stain and the hob is greasy. The tenant says the carpet was “like that already”.
What he had
- A check-in report from the start of the tenancy, finalised and signed by the tenant, recording the carpet as “Good, professionally cleaned”, with dated photos.
- A check-out report started from the check-in, so every room and item matched.
What the comparison showed
Two items were worse than at check-in: the carpet (good → damaged, with a 30cm stain) and the oven and hob (clean → needs a clean). Everything else matched. Dev printed both reports, each with its fingerprint and printed date, and attached the cleaning quote. Knowing that adjudicators allow for an item’s age and for normal wear, he looked at the carpet’s age before deciding what to ask for.
Where the tools fit, and where the deposit scheme fits
| What the tools helped Dev do | What is decided elsewhere |
|---|---|
| Record each room with dated photos and the tenant’s signature | Whether a deduction is fair is for Dev and the tenant to agree |
| Compare check-in and check-out item by item | If they cannot agree, the deposit scheme’s adjudicator decides, allowing for fair wear and tear |
| Print dated, locked reports | How much weight the reports carry is for the adjudicator |
Questions landlords ask
Is this a real case?
No. It is an illustrative example to show how the reports are used.
Will a deposit scheme always agree with the landlord?
No. Adjudicators weigh all the evidence and allow for fair wear and tear. Good records make your case clearer, not certain.
Can a landlord charge for a brand-new carpet?
The Deposit Protection Service says a claim should not be used to make upgrades at the tenant’s cost, and that for older items an adjudicator may expect only a fair contribution towards the cost.
How long does a landlord have to return the deposit?
GOV.UK says a deposit must be returned within 10 days of landlord and tenant agreeing how much the tenant gets back. If they disagree, it stays protected in the scheme until the dispute is sorted out.
Sources
- Deposit Protection Service: gathering evidence (checked 18 Oct 2026)
- Deposit Protection Service: what makes a reasonable deposit claim (checked 18 Oct 2026)
- GOV.UK: tenancy deposit protection, disputes and returns (checked 18 Oct 2026)
- Propertymark / TDS: guide to inventories, check-in and check-out reports (checked 18 Oct 2026)