Ask the landlord or agent for a written breakdown of the deposit deductions and the evidence they rely on, then reply in writing disputing anything linked to unresolved disrepair. If nothing is done, the deduction is usually treated as accepted and the deposit return can stall until the scheme deadline passes. Send a clear timeline of the repair reports and the condition at check-out, and keep everything in one email thread. If the deposit is protected, prepare to raise a dispute with the deposit scheme using its official process.
Most disputes turn on whether the issue was genuine disrepair during the tenancy or tenant-caused damage at the end. The quickest progress usually comes from narrowing the dispute to a few specific items and attaching dated proof.
What the problem is
This problem shows up in UK private renting when a tenancy ends and the landlord proposes deposit deductions for cleaning, damage, mould, damp, decoration, or “making good”, but the tenant says the underlying issue was disrepair that was reported and not fixed. It often affects tenants who have chased repairs for weeks or months, then find the check-out report frames the same issues as tenant responsibility. It commonly appears after the tenant has already asked for the deposit back and receives a partial return or a list of deductions with short descriptions and no supporting documents.
It also crops up when the landlord agrees there was a repair issue but says it became worse because of “lifestyle”, ventilation, or lack of cleaning, and then tries to charge for redecoration or mould treatment. In many UK cases the dispute is triggered by the timing: the repair was reported during the tenancy, but the landlord only responds properly once the tenant has moved out and the deposit is in play.
Why this happens
Deposit deductions linked to unresolved disrepair happen because the end-of-tenancy process is built around condition comparisons, not repair history. Check-in and check-out reports focus on what is visible on the day, while repair reporting sits in emails, texts, and contractor notes that are not always shared with the person compiling the check-out. Where a landlord faces a cost to fix something after move-out, there is a strong incentive to label it as damage or poor cleaning so it can be funded from the deposit rather than paid as a repair.
Common causes include vague inventories, missing photos, informal repair reporting (calls instead of written reports), and contractors attending without leaving a written record. Another common driver is that landlords and agents often bundle multiple issues into one line item, such as “mould and redecorations”, making it hard to separate genuine cleaning from underlying damp. A typical organisational response pattern is that the agent asks for “any evidence” but does not engage with it until the deposit scheme dispute is opened.
Business behaviour is also shaped by speed: deposit returns are often processed quickly when there is no dispute, so some landlords push for agreement on deductions before sharing full evidence. When a tenant challenges the deductions, the landlord may switch to a position that the tenant “failed to report” or “refused access”, because those points can weaken a disrepair argument in a deposit dispute.
Your rights in practice
In practical UK terms, deposit deductions usually need to be justified with evidence, and the landlord is expected to show that the tenant caused the loss and that the amount claimed is reasonable. Where the issue was reported as disrepair during the tenancy, the tenant’s leverage comes from showing a clear paper trail: report, acknowledgement, access offered, and lack of repair or repeat failures. The more the dispute can be framed as “repair responsibility” rather than “end-of-tenancy cleanliness”, the harder it is for a landlord to rely on generic check-out comments.
What tends to work is asking for itemised deductions with invoices or quotes, plus the check-in and check-out reports, then responding point-by-point with dated photos and copies of repair requests. If the landlord cannot show the property started in a better condition than it ended, or cannot show the tenant caused the deterioration, deductions often reduce. Where there is a deposit scheme, using the scheme dispute route is usually more effective than extended back-and-forth emails, because it forces both sides to submit evidence in a structured way.
There is also practical leverage in timing: once a dispute is raised with the scheme, the landlord cannot simply keep the deposit indefinitely while “waiting for quotes”. Clear deadlines and a firm request to use the scheme process often shifts the conversation from negotiation to evidence.
Official basis in UK
The practical route for most assured shorthold tenancies is the tenancy deposit protection scheme dispute process. If the deposit is protected, the scheme holds the money and offers a free alternative dispute resolution service where each side uploads evidence and an adjudicator decides how the deposit should be split. In practice, the adjudicator looks for a clear starting condition (check-in), a clear end condition (check-out), and proof that the landlord’s claim is linked to tenant responsibility rather than normal wear, ageing, or outstanding repairs.
Use the scheme’s official dispute steps rather than informal “forms” sent by the agent, and prepare the evidence in the format the scheme requests (usually PDFs and photos with dates). The scheme route is also where deadlines matter: if a tenant does not respond or does not raise a dispute in time, the landlord’s proposed split can become the default outcome. GOV.UK guidance on tenancy deposit protection explains how deposits must be protected and how disputes are handled in practice: GOV.UK guidance.
Evidence that matters
The evidence that usually decides these disputes is the boring, dated stuff: the inventory, the check-out report, photos, and the repair reporting trail. A tenant position is stronger when the repair issue is shown to exist during the tenancy, reported promptly, and not resolved despite reasonable access. For damp and mould disputes, photos showing the same area over time, plus messages reporting leaks or heating faults, often carry more weight than general statements about “condensation”.
Collect evidence that links the deduction item to an unresolved repair, not just to the final appearance. If the landlord claims for redecorating due to mould, evidence that the mould followed a leak report or persistent damp complaint is relevant. If the landlord claims for replacing damaged plaster, evidence of prior water ingress reports and failed repairs is relevant. If the landlord claims for cleaning, evidence of professional cleaning receipts only helps if the dispute is genuinely about cleanliness rather than staining caused by damp.
What not to do is edit photos in a way that changes the image, or send long, emotional narratives that bury the key dates. Avoid agreeing to “split the difference” before seeing the landlord’s evidence, because that can be treated as acceptance of responsibility.
Quick checklist
- Check-in inventory and any signed amendments
- Check-out report and all photos supplied
- Repair reports: emails, portal logs, texts, and replies
- Photos showing the issue over time with dates
- Any contractor notes, appointments, or access messages
Common mistakes
Three common mistakes are relying only on verbal repair reports, sending screenshots without dates or context, and disputing every deduction without prioritising the ones tied to disrepair.
Do not do yet
Do not agree to any deduction “to release the rest” until the scheme position and the landlord’s evidence pack are clear.
What to do next
Get the breakdown
Ask for an itemised list of deductions, the exact amount for each item, and the evidence relied on (check-in, check-out, invoices or quotes, and photos). Keep the request short and written, and ask for everything in one reply so the evidence set is complete. If the landlord says the deductions are for “damage”, ask them to explain how they separate damage from disrepair that was reported during the tenancy.
Send a timeline
Reply with a timeline that matches each disputed deduction to the repair history: when it was first reported, what response was received, what access was offered, and what remained unresolved at move-out. Attach only the documents that prove those points, and label them clearly (for example, “Leak report 12 March” rather than “Screenshot 4”). If the landlord’s position is that the issue was not reported, the timeline is usually the fastest way to close that gap.
Use the scheme
If the deposit is protected, use the deposit scheme’s official dispute process rather than negotiating indefinitely by email. The scheme’s website will have the dispute route under “raise a dispute” or “ADR”, and it will tell both sides what format to upload. Prepare the information the scheme usually asks for: tenancy dates, property address, deposit amount, the landlord’s proposed split, and the evidence files.
Escalate cleanly
If the landlord refuses to share evidence or keeps changing the reasons for deductions, escalate by opening the scheme dispute as soon as the scheme allows. Where the dispute is really about whether the landlord ignored repair reports, it can help to compare the landlord’s check-out claims against the earlier repair trail; if the landlord dismisses that trail, the decision point is whether the evidence is being ignored rather than answered. If there is a separate argument about whether the council accepted the disrepair evidence, the pattern described in Evidence of disrepair rejected by council can help decide whether to focus on the deposit dispute first or build a stronger repair record before taking other steps.
Change approach
Change strategy if the landlord offers a “goodwill” reduction that still treats disrepair as tenant damage, because that can weaken later arguments about responsibility. Instead, propose a narrower agreement: accept any genuine cleaning shortfall supported by photos, but reject anything that is a consequence of reported leaks, damp, broken heating, or failed repairs. If the landlord provides only a quote and no proof of the starting condition, keep the dispute focused on the lack of comparative evidence.
What to prepare
- Deposit scheme name and reference number
- Landlord’s proposed deductions and amounts
- Check-in and check-out reports
- Repair reporting trail with dates
- Photos matched to each disputed item
The normal response timeframe depends on the scheme stage: landlords often reply within days when faced with a formal dispute, but the adjudication decision can take several weeks once evidence is submitted. If there is no response to the initial request for evidence within a week, raise the dispute through the scheme and upload the tenant evidence pack; if the landlord still does not engage, the scheme will proceed based on what is submitted. This issue is usually resolved in UK cases when the dispute is narrowed to the deductions that can be proved against the inventory and the repair history.
Related issues on this site
If the tenancy ended while repairs were still outstanding, the dispute can overlap with arguments about check-out condition and whether the landlord is trying to charge for problems that existed before notice was given; that situation is often clearer when viewed through the lens of End-of-tenancy dispute over unresolved repairs. Where the landlord leans on a council response to downplay the repair history, it may also help to separate the deposit dispute from any wider disrepair complaint so the deposit timeline is not missed.
FAQ
Deposit scheme deadline
A tenancy deposit scheme dispute deadline in the UK is often the point that decides whether the landlord’s split becomes the default. Start the dispute as soon as the scheme allows if agreement is not reached.
Cleaning versus damp
A cleaning deduction linked to damp and mould at check-out is usually challenged by showing earlier leak or heating reports. Keep the response focused on cause and dates, not opinions about ventilation.
Missing inventory proof
A missing check-in inventory for deposit deductions in the UK often weakens the landlord’s ability to prove the starting condition. Ask the landlord to explain what they rely on instead and submit that gap to the scheme.
Partial deposit return
A partial deposit return with disputed deductions is common where the landlord wants quick agreement on the remainder. Accepting the undisputed amount is usually fine, but keep the dispute clearly recorded for the rest.
Before you move on
Write down the scheme deadline, the exact deductions being challenged, and the three strongest pieces of dated evidence for each item before sending the next message. Time pressure can show up as being pushed to accept quickly so the “rest of the deposit” is released.
Get help with the next step
Contact UKFixGuide — Share the deduction list and the repair timeline dates so the next message can be structured for a deposit scheme dispute.
