TDS (Tenancy Deposit Scheme): How to Raise a Dispute Step by Step

What the Tenancy Deposit Scheme Is

The Tenancy Deposit Scheme (TDS) is one of three government-approved tenancy deposit protection schemes in England and Wales (the others are DPS and myDeposits). Since 6 April 2007, landlords in England and Wales have been legally required to protect tenants' deposits in an approved scheme within 30 days of receipt, and to provide tenants with prescribed information about the scheme.

TDS operates both a custodial scheme (TDS Custodial, where the deposit is held by TDS) and an insured scheme (TDS Insured, where the landlord holds the deposit but it is insured by TDS). The dispute process is broadly similar in both cases.

When a Dispute Arises

Most disputes arise at the end of a tenancy when the landlord makes deductions from the deposit that the tenant disputes. Common grounds for landlord deductions include:

• Cleaning costs
• Damage beyond fair wear and tear
• Unpaid rent or utility bills
• Missing items from an inventory

Tenants may dispute these deductions if they believe they are excessive, unjustified, or are attributable to normal wear and tear rather than actual damage.

Step 1: Attempt Resolution Directly

Before escalating to TDS, both parties are strongly encouraged — and in the case of insured deposits, required — to attempt direct resolution. The landlord should provide itemised deductions with supporting evidence (quotations, invoices, photographs) within a reasonable timeframe. If the tenant disagrees with some or all deductions, they should set out their position in writing, specifying which deductions they accept and which they dispute.

Many disputes are resolved at this stage. If the parties can agree on a partial return of the deposit, this is typically the fastest and least adversarial outcome.

Step 2: Initiate the Dispute with TDS

If direct resolution fails, either party can initiate a formal dispute through the TDS website (tenancydepositscheme.com). For TDS Custodial, the deposit remains held by TDS until the dispute is resolved. For TDS Insured, TDS will require the landlord to pay in the disputed amount to TDS for the duration of the process.

The party raising the dispute submits a claim form explaining their position and the amount they claim.

Step 3: Collect and Submit Evidence

This is the most critical part of the process. TDS adjudicators make decisions based solely on the documentary evidence submitted. Evidence you cannot produce might as well not exist. The most important evidence categories are:

Check-in inventory and condition report: A detailed inventory signed by both parties at the start of the tenancy is the single most important document. It establishes the baseline condition. Without a signed inventory, it is very difficult for a landlord to prove damage occurred during the tenancy rather than pre-existing it.

Check-out report: A check-out report noting the condition at the end of the tenancy, ideally with dated photographs.

Dated photographs: Time-stamped photographs from both check-in and check-out are extremely persuasive. Undated photographs are less useful because it is harder to establish when they were taken.

Invoices and quotes: For cleaning and repair deductions, a landlord needs to provide evidence of actual costs incurred, not just an estimate. Invoices from contractors carry more weight than landlord estimates.

Correspondence: Emails or messages about maintenance issues during the tenancy can be relevant — for example, if a tenant reported a maintenance issue that the landlord did not address, and the landlord is now claiming the resulting damage is the tenant's fault.

Fair wear and tear: Age and condition of items at the start of the tenancy matters. Carpet that was already five years old at the start of a two-year tenancy cannot reasonably be claimed as "damaged" because it is now worn; some deterioration over that period is expected. The TDS has published guidance on what constitutes fair wear and tear.

Step 4: Adjudication

TDS adjudicators review all submitted evidence and make a binding decision within approximately 30 working days of all evidence being received. Adjudicators are not bound by strict legal rules of evidence but apply a "balance of probabilities" standard — is it more likely than not that the claimed damage or expense is attributable to the tenant?

Neither party is required to attend a hearing; the process is entirely paper and document-based.

Typical Outcomes

TDS publishes annual data on adjudication outcomes. Key patterns:

• Landlords succeed in retaining at least part of the disputed amount in the majority of cases where they have a signed inventory with photographic evidence
• Tenants succeed most often where the landlord lacks a signed inventory, relies on estimates rather than invoices, or claims for items that show normal wear and tear
• Partial awards — splitting the dispute between landlord and tenant — are common

After the Decision

The TDS decision is final and binding. There is no internal appeal process, though either party can pursue the other through the small claims court if they believe the decision was made in error or on the basis of incorrect information.

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