Inventory
1 template
Free
Deposit deductions statement template
England
Wales
Scotland
Northern Ireland
Fillable PDF
Complete on screen or print and sign
Created after check-out
Checked October 2026
Before you use it
Why this matters: if there’s a dispute about the deposit, the scheme’s adjudicator will compare the check-in and check-out records. A clear, factual inventory with photos is important evidence for both landlord and tenant, alongside the tenancy agreement, correspondence, invoices and other records.
Record twice
In and out
Same items, same scales, compared side by side.
Evidence
Photos
Date-stamped and referenced against each item.
Condition and cleanliness
Separately
Record both. Allow fair wear and tear for deterioration. Cleaning is judged against check-in.
What you can deduct
Deductions must reflect an actual loss, be allowed by the tenancy agreement and the law, be proportionate and be supported by evidence. Common grounds are unpaid rent, damage beyond fair wear and tear, cleaning to return the property to its check-in standard, and missing items.
Fair wear and tear isn’t chargeable: normal ageing and reasonable use are expected. Our guide to wear and tear in a rental property and definition of fair wear and tear explain the line.
No betterment: allow for the age and condition of an item, so the tenant doesn’t pay for something better than they had.
Evidence: compare the check-out condition with the inventory, with photos, invoices, quotes and rent statements.
Our definition of deposit deductions gives the short version.
What’s in the template
The tenancy: property, tenants, dates, the deposit scheme and reference, check-in and check-out dates and an optional forwarding address.
Proposed deductions: one line per item with the reason, the evidence, the item’s age and any depreciation allowance, the amount, and Agreed, Disputed or Awaiting response boxes. Silence isn’t agreement.
The account: deposit held, any amount already repaid, deductions agreed, disputed and awaiting a response, the balance no one disputes, and the amount still held. A note confirms that proposing a deduction doesn’t by itself release any money.
Tenant’s response: agree all, agree some or dispute all, with comments and signatures.
How repayments and disputes work
England and Wales: agree the split, then the scheme repays the deposit. Using the scheme’s free dispute resolution generally needs both parties to agree to it.
Scotland: apply to the scheme to repay the deposit, giving the amount for each party. The tenant is asked to agree; if they don’t, the scheme’s dispute service can decide.
Northern Ireland: agree the split and ask the scheme to repay it. If you can’t agree, the tenant can refer the dispute to the scheme without the landlord’s consent.
Pay any sum no one disputes promptly, in line with the scheme rules. Where the scheme can’t resolve a dispute, court may be needed. Our guides to how long you have to return a deposit and handling deposit disputes fairly go further.
Frequently asked questions
What can a landlord deduct from a deposit?
Losses the tenancy agreement and the law allow, supported by evidence: typically unpaid rent, damage beyond fair wear and tear, cleaning to the check-in standard and missing items. Not normal ageing, and not the cost of a better item than the one damaged.
Does a landlord have to itemise deposit deductions?
In practice, yes. Each deduction should be listed with its reason and evidence, so the tenant can agree or dispute it line by line and the scheme can assess it if there is a dispute.
What if the tenant doesn’t respond to proposed deductions?
Silence isn’t agreement. Record the claim as awaiting a response and follow your deposit scheme’s process and deadlines.
Do I have to wait for a dispute to be resolved before repaying anything?
No. Pay any amount no one disputes promptly, and hold only the disputed sum until the scheme’s process is complete.
Templates checked against legislation in October 2026. They are provided for general information and are not legal advice.
