Giving Notice Correctly
Before anything else, check your tenancy agreement for the notice period required. For a periodic tenancy (rolling month-to-month), you typically need to give one month's written notice. For a fixed-term tenancy, you're usually tied in until the end of the term unless there is a break clause.
Notice should always be given in writing — email is fine if you've used it to communicate with the landlord throughout. Keep a copy. If you give notice verbally and the landlord later claims you didn't, you have no evidence. Sending an email or letter creates a dated record.
The Move-Out Checklist
Start preparing for checkout two to three weeks before your move-out date. The closer to the end of tenancy you are, the less time you have to address issues the landlord might raise.
- ▸Deep clean throughout: Every room — including inside the oven, fridge, extractor fan filters, and window sills
- ▸Fill minor holes: Screw and picture hook holes can usually be filled with decorator's filler and touched up with emulsion
- ▸Replace like-for-like: If you replaced a lightbulb with the wrong type, switch it back. Check all bulbs work
- ▸Check the inventory: Go through the original check-in inventory item by item and compare the condition
- ▸Return all keys: All sets given to you at move-in, plus any you had cut — unreturned keys lead to lock-change charges
- ▸Redirect your post: Set up a Royal Mail redirect before you leave — letters continuing to arrive is not your liability, but it causes friction
Fair Wear and Tear vs Damage
This distinction is the source of most deposit disputes. 'Fair wear and tear' means the gradual deterioration that naturally occurs through normal, everyday use. It's the landlord's responsibility — you cannot be charged for it.
Damage beyond fair wear and tear — burn marks, large stains, broken fixtures, holes punched in walls — is the tenant's responsibility and can be deducted from the deposit. The key test is whether the deterioration is consistent with the age of the item and the length of the tenancy.
| Item | Fair wear and tear | Chargeable damage |
|---|---|---|
| Carpet | Light thinning from foot traffic over 3+ years | Wine stains, burns, pet damage |
| Walls | Scuff marks, faded paint after 4–5 years | Large holes, graffiti, thick crayon marks |
| Sofa | Seat cushion compression over time | Tears, stains, structural damage |
| Bathroom grout | Discolouration after several years | Mould left uncleaned for months |
Professional Cleaning: What Landlords Can and Can't Require
Many tenancy agreements contain clauses requiring professional cleaning at checkout. Since the Tenant Fees Act 2019, landlords cannot require you to use a specific cleaning company or guarantee professional cleaning as a condition of getting your deposit back — if the property is returned as clean as it was given to you, that's sufficient.
However, if the property was professionally cleaned at the start of the tenancy (and this is evidenced in the check-in inventory), you should return it to the same standard. That might mean professional cleaning is the practical route, but the landlord cannot insist on a receipt from a specific company.
Photographing the Property at Checkout
Take photographs of every room, every appliance, and anything noted in the inventory — ideally on the day you hand over the keys. Photograph items from multiple angles. Use natural daylight where possible to capture true colours and condition.
If you use a smartphone, the metadata (date, time, location) is embedded in the photo file. This is powerful evidence in a dispute. Upload photos to cloud storage immediately so there's a timestamped record that can't be altered.
Challenging Deductions Through Deposit Scheme Dispute Resolution
If the landlord wants to make deductions you disagree with, don't panic and don't accept them just to end the dispute. Government-approved deposit protection schemes offer free adjudication — a third-party decision that is binding on both parties.
You have 10 days to respond to a proposed deduction through the scheme's portal. Gather your evidence (check-in and check-out photos, inventory, cleaning receipts) and submit your case in writing. Adjudicators look for evidence, not arguments. The more documentation you have, the stronger your case.
- ▸DPS (Deposit Protection Service): Free adjudication service — submit your evidence online at depositprotection.com
- ▸MyDeposits: Free dispute resolution — mydeposits.co.uk
- ▸TDS (Tenancy Deposit Scheme): Free adjudication — tenancydepositscheme.com
Key Takeaways
- ✓Give notice in writing and keep a copy — verbal notice is impossible to evidence if a dispute arises
- ✓Deep clean the entire property before checkout, including inside appliances and extractor fans
- ✓Fair wear and tear is the landlord's responsibility — only damage beyond normal use can be deducted
- ✓Clauses requiring professional cleaning 'regardless of condition' are unenforceable since 2019
- ✓Photograph every room and item on your checkout day — timestamped evidence wins disputes
- ✓Use the deposit scheme's free adjudication service if you disagree with deductions — don't accept them by default