Check-out report
A check-out report is a written and photographic record of a rental property's condition at the point a tenant vacates. Produced at the end of the tenancy, it is compared against the check-in report completed when the tenant moved in to establish whether anything has been damaged beyond fair wear and tear, whether items are missing, or whether cleaning has not been left to the standard recorded at the start. It is the central piece of evidence in any tenancy deposit dispute.
What a check-out report should include
A thorough check-out report covers the same scope as the check-in report it is being compared against:
The property address and the date and time of inspection
Utility meter readings at the point of vacation
A record of keys returned
A room-by-room written description of walls, floors, ceilings, fixtures, fittings, and any furniture, noting condition, cleanliness, and any changes from the check-in record
Dated, timestamped photographs corresponding to each section
An explicit note of any damage, missing items, or cleaning shortfalls, with a direct cross-reference to the check-in entry for that item
The check-out report should not just record what exists, it should record what has changed. An entry that states "carpet worn" without referencing the check-in condition has limited evidential value. An entry that states "carpet stained in bedroom, check-in recorded as clean, no marks" is what adjudicators actually rely on.
Who prepares it and who pays
There is no legal requirement in England for an independent inventory clerk to prepare the check-out report, but it is widely recommended. An independently produced report carries more weight with deposit scheme adjudicators than one prepared by the landlord alone, because it is less open to challenge on grounds of partiality.
Since the Tenant Fees Act 2019, landlords bear the cost of check-out reports. Tenants cannot be charged for these, directly or indirectly, regardless of whether the checkout is conducted by the landlord, a letting agent, or a third-party inventory service.
From working with self-managing landlords across the UK, we find that the most common mistake is conducting the checkout after the tenant has already vacated without inviting them to attend. Tenants should be given the opportunity to be present at checkout. Where they cannot attend, they should receive a copy of the report promptly and be given a short window to raise written objections, typically two to five days.
The deposit return timeline
Once the checkout is complete and both parties have agreed on the final amount, whether that is the full deposit or a reduced sum after deductions, the landlord must return the agreed amount within 10 calendar days. As gov.uk confirms, this 10-day window begins from the point of agreement, not from the move-out date. If no agreement can be reached, either party can raise a formal dispute with the government-authorised tenancy deposit scheme holding the deposit, and an independent adjudicator will decide.
If a dispute does arise, the check-out report is the primary evidence an adjudicator uses when deciding whether proposed deposit deductions are fair. Without a check-out report, landlords have effectively no grounds to withhold any part of the deposit, even where genuine damage has occurred, adjudicators cannot award deductions based on assertion alone.
What landlords cannot deduct
Deductions must reflect tenant-caused damage or neglect, not normal deterioration from use. Adjudicators apply a proportionality test: if a carpet was already five years old at check-in, a landlord cannot claim full replacement cost even if it has worsened during the tenancy. Deductions for cleaning are only awarded where the property was returned in a materially worse state of cleanliness than recorded at check-in. Structural repairs are a landlord liability and cannot be charged against the deposit.
August's document storage feature keeps signed check-out reports, deposit correspondence, and photographic evidence organised by property and accessible to both parties.
For a full guide to conducting the checkout inspection, including what to photograph, how to handle cleaning disputes, and the deposit return process, see the end-of-tenancy guide.
Frequently asked questions
Is a landlord legally required to produce a check-out report?
No, there is no statutory requirement for a check-out report in England. However, without one, a landlord cannot demonstrate to a deposit scheme adjudicator that any damage or shortfall occurred during the tenancy rather than before it. In practice, any landlord who wants the option of making deposit deductions must produce a check-out report.
How long does a landlord have to return the deposit after checkout?
Once the landlord and tenant have agreed on the final amount, the deposit must be returned within 10 calendar days. That clock starts from the date of agreement, not the date the tenant moved out. If no agreement is reached, the dispute is referred to the deposit protection scheme's alternative dispute resolution service, which pauses the repayment timeline until a decision is made.
Can a tenant be charged for a check-out report?
No. Since the Tenant Fees Act 2019, landlords must bear the cost of check-out reports. Any attempt to charge tenants for the checkout inspection, including by a letting agent, is a prohibited payment under the Act.
What happens if the landlord has no check-in report to compare against?
Without a check-in report, the landlord has no evidential baseline. Deposit scheme adjudicators will not award deductions where the condition at the start of the tenancy cannot be demonstrated. A checkout report alone, with no corresponding check-in record, provides limited protection for the landlord in a dispute.
Disclaimer: This page is for general informational purposes only and does not constitute legal advice. Landlord and tenant law is subject to change. The information reflects the legal position in England as at May 2026. Always seek independent legal advice where needed.
