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Before starting the deposit repayment process, you should:
- Complete the tenant’s check out
- Establish whether you need to make a claim against the deposit
- Discuss the claim with the tenants
If we have protected the deposit for you, when you are ready, please email accounts@theonlinelettingagents.co.uk to confirm whether you are happy for us to release your tenant’s deposit in full. If there are deductions, we’ll need an itemised list with costs and your bank details to initiate the release process.
If you have protected your tenant’s deposit yourself, you will need to refer to your scheme for instruction on how to initiate the deposit release.
Completing the tenant’s check out
The check out should be done on the day the tenancy ends, or as close to this date as possible.
The tenant does not need to be present at the check out, but there is no reason not to allow them to be there.
During the check out, you should compare the condition of the property against the inventory that was completed when the tenants moved in, noting down and photographing any discrepancies in condition, paying particular attention to areas that are beyond normal wear and tear. Having a third party inventory clerk complete the check out report ensures that there is no bias and the report is entirely independent. Order your check out here.
Establish whether you need to make a claim against the deposit
If there are rent arrears, these can be claimed from the deposit.
Regarding damage claims, once you have compared the condition of the property at check out to check in, you can identify areas where there are discrepancies.
From those discrepancies, you should omit any that would fall under “fair wear and tear”.
From the remaining discrepancies, you should consider what is reasonable to charge a tenant for. Bear in mind the expected lifespans of decor, carpets and white goods (click here for the Usual Life Expectancy Guide). If an item is at, or beyond, the expected life span, the deposit scheme will not consider the claim.
You should also consider betterment. This is where the costs claimed would result in making the property better than when the tenants originally moved in.
The result will be a final list of proposed deductions from the deposit. Note that without an inventory of the property at the start of the tenancy, if the tenant refutes any damage claims, you will be highly unlikely to win the claim via the adjudication process.
Discuss the claim with the tenants
You should discuss your proposed deductions with the tenant before initiating the claim.
If the tenant does not agree to your claim, they will have the opportunity to challenge this via either the dispute arbitration service (provided free of charge via the deposit scheme) or court (court fees apply). Both you and they will be invited to provide evidence to support your respective positions. The onus is on the landlord to prove they have a legitimate claim to a share of the deposit.
Initiate the deposit release process
If we have protected the deposit for you, when you are ready, please email accounts@theonlinelettingagents.co.uk to confirm whether you are happy for us to release your tenant’s deposit in full. If there are deductions, we’ll need an itemised list with costs and your bank details to initiate the release process.
If you have protected your tenant’s deposit yourself, you will need to refer to your scheme for instruction on how to initiate the deposit release.
Useful links:
What is fair to claim from a deposit?
What evidence should I submit?
General guide for evidence submissions