Identifying damage early — and documenting it properly — is essential for recovering costs through the deposit. Here's what landlords should look for and how.
Property damage by tenants is one of the most common concerns landlords face, and handling it correctly — both in terms of identifying it and claiming for it — requires good systems and clear documentation.
The critical importance of a detailed inventory
The foundation of any deposit dispute is the check-in inventory. Without a detailed, photographic inventory signed by the tenant at the start of the tenancy, you have no baseline from which to demonstrate that damage occurred during their tenancy rather than before. A professional inventory clerk typically costs £100-£200 but can save you thousands in disputed claims.
Types of damage landlords commonly miss
Beyond obvious damage like broken doors or burnt worktops, landlords often overlook: gradual deterioration of carpets beyond fair wear and tear, limescale buildup on taps and sanitary ware indicating infrequent cleaning, staining to mattresses, scuff marks and holes in walls from picture hanging or furniture, and damage to garden areas through neglect.
Fair wear and tear vs damage
The distinction between fair wear and tear (acceptable and non-claimable) and actual damage (claimable) is often disputed. Deposit adjudicators take account of the age of items and length of tenancy. A 10-year-old carpet worn through in a 3-year tenancy may not support a full replacement claim; a 2-year-old carpet damaged within 6 months might.
Conducting the check-out inspection
Always conduct a check-out inspection with the tenant present if possible — it allows immediate discussion of any damage and can prevent disputes from escalating. Take dated photographs of every room and every item you intend to claim for.
Making deductions
Deposit deductions must be supported by evidence (photographs, receipts for repairs or replacement) and must represent actual loss. Claims for professional cleaning are commonly awarded; claims for "general wear" without evidence are commonly rejected.
Our management service conducts check-in and check-out inventories for all tenancies, protecting landlords' positions in any deposit dispute.