End of tenancy: inventory checks and cleaning | August

End of tenancy inventory checks and cleaning: a landlord's guide

A smooth end of tenancy gets your property re-let faster and keeps disputes to a minimum, but only if there is a clear process behind it. This guide covers the end-of-tenancy stage: who is responsible for what, how the check-out comparison works, the cleaning standards you can and cannot require, how to judge fair wear and tear, and how to make a deposit deduction that will survive a challenge.

It is the third part of a set. For building the check-in inventory at the start of the tenancy, see how to create a property inventory, and for inspection visits and notice rules during the tenancy, see rental property inspections.

Who is responsible for what

Most end-of-tenancy friction comes from expectations that were never set, so the responsibilities around cleanliness, damage, keys and the deposit should be explained in the tenancy agreement at the start and run through again when notice is given. The tenant's job is to return the property in the condition it was in at the start, allowing for fair wear and tear, which in practice means reporting any outstanding maintenance, removing all their possessions and rubbish, cleaning the property thoroughly, and returning everything they were given, including keys and any manuals. Your job is to get the property ready for the next tenant: inspecting its condition, completing the check-out inventory, organising any repairs, returning the deposit within the legal timeframe, and preparing for marketing and viewings. As part of closing out, confirm whether a final part-period of rent is owed, and our pro-rata rent calculator gives both sides a clear figure for any partial final month.

Can you charge for professional cleaning?

No. You cannot require a tenant to pay for professional cleaning as a condition of the tenancy, which was confirmed by the Tenant Fees Act 2019. What you can require is that the property is returned to the same standard of cleanliness it was in at the start. If you had it professionally cleaned before the tenant moved in and can evidence that, you can ask them to match that standard, but they are free to achieve it themselves rather than paying for a service.

Why the check-out inventory matters

The check-out inventory is your main evidence of the property's condition at the end, and it is only as good as the check-in record it is compared against. Walk through each room and assess the fixtures, fittings, appliances and furniture against the original inventory, and where anything is missing, damaged or unusually worn, take dated photographs and notes. The things to look for are damaged furniture or appliances, stains or heavy marks on carpets, walls and doors, unauthorised changes, lingering odours, and items listed at check-in that are no longer there. Where possible, invite the tenant to join the check-out, because doing it in front of them keeps it transparent and prevents surprises when you propose any charges.

Judging fair wear and tear

Some wear is normal and increases the longer a tenant has lived in the property, such as worn carpet in walkways or slightly faded paint, and fair wear and tear is not something you can charge for. Judging it is a matter of weighing the age and quality of the item when the tenancy began, the number of occupants, how long the tenancy lasted, and whether the item has actually been damaged or has simply aged through ordinary use. The clearer your check-in record, the easier this judgement is to make and to defend.

Documenting the check-out

Good records are what turn a judgement into a defensible deduction. Take clear, dated photographs of each room once the tenant has moved out and the property has been cleaned, keep any receipts for cleaning or repairs, and note anything that falls short of the check-in condition. If you go on to deduct from the deposit, this is the evidence that justifies it.

The end-of-tenancy cleaning checklist

Whether you are cleaning the property yourself or checking the tenant's work, a room-by-room approach stops things being missed. In the kitchen, clean and disinfect the worktops, scrub the sink and taps, empty and wipe the cupboards and drawers, clean the oven, hob and extractor, defrost and clean the fridge and freezer, wipe down tiles and splashbacks, clean the bins and mop the floor. In the living room, bedrooms and hallways, dust all surfaces, skirting boards and light fittings, clear any cobwebs, vacuum the carpets including under furniture, wipe inside wardrobes and storage, and clean the windows and mirrors. In the bathroom, clean the shower, bath and tiles, disinfect the toilet, polish the taps, mirrors and glass, wipe the cupboards and surfaces, and mop the floor.

Making a deposit deduction

Most deductions relate to cleaning, damage or missing items, but you can only deduct costs that are supported by evidence and that are fair. Valid reasons are damage beyond reasonable wear and tear, items listed in the inventory that have gone missing, a property not cleaned to the standard it started in, and repairs needed because of negligence or unauthorised changes. The evidence you need is the signed check-in and check-out inventories, clear dated photographs, receipts or quotes for cleaning or repairs, and any relevant messages with the tenant. When you identify items that need replacing, our property inventory calculator helps you model replacement costs and keep your reserve figure accurate after each changeover.

Once you have decided on a deduction, explain it to the tenant and share the evidence. If they agree, you can proceed through the deposit protection scheme; if they do not, the scheme's free dispute resolution service will decide. Return any undisputed balance promptly, and remember that the deposit rules expect the agreed amount to be repaid without unreasonable delay, normally within ten days of agreeing it. Where the damage is extensive enough to exceed the deposit, the matter may move into a wider assessment of dilapidations.

Avoiding problems at the end of a tenancy

The end of a tenancy runs smoothly when the groundwork was laid early. Create a detailed check-in inventory at the start, explain the end-of-tenancy process during onboarding, keep in regular contact, encourage the tenant to report problems early, carry out routine inspections every few months, share a move-out checklist when notice is given, invite the tenant to the check-out, and keep a full record of cleaning, maintenance and communication, ideally in your property management software so it is all in one place. With the property clean and inspected, our guide to finding reliable tenants covers re-letting quickly.

Frequently asked questions

Can a landlord charge a tenant for professional cleaning?

No. Since the Tenant Fees Act 2019 you cannot make professional cleaning a condition of the tenancy. You can require the property to be returned to the same standard of cleanliness it was in at the start, evidenced by your check-in record, but the tenant can meet that standard themselves.

How long does a landlord have to return the deposit?

Once the amount has been agreed, the deposit should be returned without unreasonable delay, normally within ten days. If a deduction is disputed, the protected amount stays in the scheme until the dispute is resolved through its free adjudication service.

What counts as fair wear and tear?

The ordinary deterioration expected from normal use over time, such as worn carpet in walkways or lightly faded paint, judged against the item's age and quality, the length of the tenancy and the number of occupants. You cannot deduct for fair wear and tear, only for damage beyond it.

Disclaimer: This article is a guide and not intended to be relied upon as legal or professional advice, or as a substitute for it. August does not accept any liability for any errors, omissions or misstatements contained in this article. Always speak to a suitably qualified professional if you require specific advice or information.