Deposit Return and Deductions Letter

About this document

What it’s for

At the end of a tenancy you must deal with the tenant’s deposit through the government-approved scheme that protects it. This letter tells the tenant how much you propose to return, explains every deduction with evidence, and sets out what happens if they disagree – including the scheme’s free dispute resolution service.

When to use it

Promptly after the tenant has moved out and you have done the check-out
When returning the deposit in full (Option A) or proposing deductions (Option B)
To prepare your evidence in case the tenant raises a dispute with the scheme

What’s inside

The document is laid out in the sections below. Each one comes with a plain-English guidance note explaining what it does and what to change.

Guidance for landlords
What you can and cannot deduct
Fair wear and tear and apportionment
What I am asking you to do
Independent dispute resolution
Evidence index

How to complete it

Compare the check-out report with the check-in inventory, room by room
Cost each deduction and allow for fair wear and tear and age
Complete the schedule and evidence index and enclose copies
Follow your scheme’s return process and timescales

Key points to check

The landlord has to prove each deduction – no evidence, no deduction
You cannot claim for “betterment” (new for old)
Scheme time limits differ – check your scheme’s current rules

Our templates are professionally structured starting points for UK businesses, not legal advice. For anything complex, unusual or high-value, have your final version checked by a solicitor.

Included in the pack

Landlord & property

£20

for every document in this category

Editable Microsoft Word files

Guidance notes in every document

Written for UK businesses

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