End of tenancy evidence checklist — What to capture at checkout

The checkout is your last opportunity to document the property’s condition and collect the evidence needed to support any deposit deductions. England landlords who approach this systematically, mirroring their check-in records, are far better placed in deposit adjudications. Reviewed March 2026.

What the rule is

Tenancy deposit scheme rules place the burden of proof for deductions on the landlord. Adjudicators require evidence that (a) the property was in a certain condition at the start and (b) it was in a worse condition at the end due to the tenant’s actions or neglect, beyond fair wear and tear. Without checkout evidence, deductions cannot be awarded.

When it applies

• At the end of every tenancy where a deposit was taken
• On the day the tenant moves out, or as soon as reasonably practicable
• If the tenant leaves without notice, conduct the checkout as soon as you become aware

Complete end-of-tenancy evidence checklist

Property condition record

• Checkout inspection report — room-by-room mirroring the check-in inventory layout
• Dated photographs — every room, all angles, close-ups of all damage or areas of concern
• Comparison notes — for each item in the check-in inventory, note the checkout condition and any difference

Utilities and keys

• Final meter readings — gas, electricity, water (with photos of meters)
• Keys returned record — which keys, how many, signed receipt from tenant or note that keys were left/posted

Specific evidence for deductions (collect before returning deposit)

• Cleaning invoices — if professional cleaning is required, get an invoice with itemised costs
• Repair quotes or invoices — for any damage requiring repair, with photos showing the damage and the repair
• Replacement quotes — for any items requiring replacement, accounting for age and depreciation
• Specialist reports — damp surveys, mould remediation reports, if relevant

Rent arrears (if applicable)

• Complete rent payment schedule showing arrears from day one of tenancy to move-out date
• Any correspondence about unpaid rent

Communication records

• Move-out date confirmation from tenant (email or text)
• Any correspondence about the property’s condition during the tenancy
• Maintenance requests and your responses (shows what was and wasn’t the tenant’s responsibility)

What landlords must do

• Conduct the checkout on or close to the move-out date, ideally with the tenant present
• Work through the check-in inventory item by item, noting differences
• Photograph everything thoroughly — comparison between check-in and checkout photos is the most powerful evidence
• Collate all supporting invoices and quotes before proposing any deductions
• Provide the tenant with a written breakdown of proposed deductions with supporting evidence
• Give the tenant 10–14 days to respond before raising a dispute

Common mistakes

• Conducting the checkout weeks after move-out — the longer you wait, the harder it is to attribute damage to the previous tenant
• Not mirroring the check-in inventory — adjudicators compare the two documents side by side; inconsistent formats make this harder
• Submitting quotes without photos — evidence of damage must accompany any financial claim for repair
• Not noting what constitutes fair wear and tear — briefly acknowledging wear on the checkout report and noting what is additional damage makes your evidence more credible, not less
• Deleting evidence once the deposit is returned — keep everything for at least 1 year post-tenancy

FAQ

Should the tenant be present at the checkout? You should give tenants the opportunity to attend. If they choose not to, conduct the checkout anyway and email them a copy of the report promptly.

How long after move-out can I conduct the checkout? As soon as possible — ideally on the move-out day. The longer the gap, the harder it is to attribute damage to the outgoing tenant.

Do I need a professional checkout clerk? Not legally required, but professional checkout reports carry more weight with adjudicators, especially for furnished properties or high-value claims.

What if the tenant disputes all my deductions? Raise a formal dispute with the deposit scheme’s ADR service. Submit your full evidence pack — the adjudicator will assess it and make a binding decision.