Deposit Deduction Checklist — What Can a Landlord Legitimately Claim?

What a Security Deposit Is For

A security deposit is not a fee — it is a sum held in trust against potential losses the landlord suffers because of the tenant's actions during the tenancy. This means deductions must be directly linked to a specific loss or cost. A landlord cannot use the deposit to fund general refurbishment, upgrade fixtures, or compensate for the property simply getting older.

Before checking this guide, use our [rental deposit calculator](/rental-deposit-calculator) to confirm the deposit you were charged did not exceed the legal cap. An overcharged deposit is itself a reason to challenge any deductions.

Legitimate Deductions — What Landlords Can Claim

Damage Beyond Fair Wear and Tear

This is the most common and most contested category. The landlord must show that the damage:

• Was caused by the tenant (or their guests)
• Goes beyond the normal deterioration expected over the tenancy length
• Was not present at the start of the tenancy (evidenced by a signed check-in inventory)

Examples of legitimate damage claims:

• Burns on carpets or worktops
• Holes in walls not caused by normal picture hooks
• Broken window glass or door panels
• Pet scratches on hardwood flooring (where pets were prohibited or unrestricted)
• Staining from spills that has not been professionally cleaned

Professional Cleaning

A cleaning deduction is only valid if:

1. The property was in a professionally cleaned condition at the start of the tenancy (evidenced by a professional cleaning receipt or clear inventory photographs)

2. The tenant has not left the property in the same condition

The deduction must reflect the **actual cost** of bringing the property to the move-in standard — not the cost of a deep clean if the property only required a standard clean. Adjudicators routinely reduce or reject cleaning claims that are not supported by a move-in cleaning certificate.

Unpaid Rent

Any rent arrears outstanding at the end of the tenancy can be claimed from the deposit. The landlord must demonstrate the arrears with a rent account statement. Interest on late rent (at 3% above Bank of England base rate after 14 days) can also be claimed if the tenancy agreement provides for it.

Missing Inventory Items

If items listed on the signed move-in inventory are missing at check-out, the landlord can claim for their replacement value — adjusted for their age and condition at the start of the tenancy, not their current new replacement cost.

Unpaid Bills (Where Contractually the Tenant's Responsibility)

If the tenancy agreement makes the tenant responsible for utilities or council tax, and these remain unpaid at the end of the tenancy, the landlord may be able to claim a contribution from the deposit — though this is complex and depends on the specifics of the agreement and the bills.

Deductions That Are NOT Permitted

How Deductions Are Calculated — Betterment

Adjudicators apply the principle of **betterment** to prevent landlords profiting from deductions. If a carpet was 5 years old at the start of the tenancy and has a 10-year lifespan, the tenant is responsible for only half its remaining life — not a full replacement.

**Example:** A carpet replacement costs £800. The carpet was already 6 years old at the start of the tenancy and typically lasts 10 years. The tenant had a 2-year tenancy, bringing the carpet to 8 years. With 2 years of life remaining, the tenant may be liable for approximately **£160** (2/10 of the total cost), not the full £800.

Documentation Landlords Must Have

For deductions to succeed, landlords need:

• A **signed check-in inventory** showing condition at the start
• **Dated photographs** from both check-in and check-out
• **Quotes or invoices** for repair or cleaning work
• Evidence that damage was caused during the tenancy, not before

Without a signed check-in inventory, most adjudicators will side with the tenant on disputed items — the burden of proof lies with the landlord.

What to Do If You Dispute a Deduction

If you receive a proposed deduction schedule that you believe is inaccurate or inflated:

1. Respond in writing with your specific objections and evidence

2. If the landlord does not adjust, raise a formal dispute with your deposit protection scheme (TDS, DPS, or myDeposits)

3. All three schemes offer a **free ADR** (alternative dispute resolution) service — see our separate guide on disputing deposit deductions