The Complete Tenancy Lifecycle: Deposits, Wear & Tear & Your Legal Rights

1. Before You Rent: What You're Actually Agreeing To

Most tenancy disputes aren't about what happened at the end — they're about things that weren't established at the beginning. Whether a carpet was already worn, whether the oven was dirty when you moved in, whether that mark on the wall was there before — all of that comes down to evidence from day one.

At the viewing: look with deposit-eyes

When you're viewing a property, it's easy to get swept up in "does this feel like home?" — and that's fine. But take two minutes to look at the things that tend to cause trouble later: bathroom limescale, carpet condition under furniture, oven cleanliness, and any marks on walls. Not because you need to walk away — but because if something is already worn or marked, you want it noted before you sign anything.

Holding deposits and the legal cap

Before you pay anything, know this: under the Tenant Fees Act 2019, a holding deposit is capped at one week's rent. If an agent asks for more, that's a red flag. Your actual tenancy deposit is capped at five weeks' rent (or six weeks if annual rent is £50,000+). Keep a record of exactly how much you paid and on what date.

2. Move-In Day: The Moment That Decides Your Deposit

This is the single most important thing in this guide: what you do on move-in day determines whether you get your deposit back. Everything at check-out gets compared to this moment.

The inventory / check-in report

A proper inventory records the condition of every room — walls, floors, fixtures, appliances. If your landlord or agent provides one, go through it carefully. Challenge anything you disagree with in writing, the same day. If there's no inventory at all? That makes things trickier for both sides — but it especially weakens a landlord's ability to claim deductions later, because they can't prove what condition the property was in when you arrived.

Do your own photo audit — it takes 15 minutes

Don't rely solely on the agent's inventory. Walk around with your phone and take date-stamped photos and video of every room. Get inside the oven, the fridge seals, along skirting boards, any marks on walls. Then email them to the agent or landlord that same day — the timestamp on that email is your primary evidence if anything is disputed later.

Deposit protection: the 30-day rule

In England, your landlord is legally required to protect your deposit in a government-authorised scheme within 30 days of receiving it, and provide you with "prescribed information" about which scheme holds it. The three authorised schemes are the DPS, MyDeposits, and TDS. Ask for confirmation and keep the certificate or email safe — you'll need it if a dispute arises.

3. During the Tenancy: Small Steps, Big Payoff

Most end-of-tenancy problems started months earlier. A dripping tap left unreported. A patch of mould that grew because the extractor wasn't working. An issue that could've cost nothing to fix turning into a deposit deduction.

Report issues in writing — always

If something breaks or develops a fault, report it by email or WhatsApp text (something timestamped) rather than just calling. "I called and told them" is very hard to prove. "Here's an email chain where I reported the issue on this date and followed up twice" is airtight. This matters most for ventilation, damp, and mould — because if the property develops mould due to a faulty extractor you reported but they never fixed, that deduction won't stick.

4. End of Tenancy: Where Deposits Are Won or Lost

We've helped tenants across London prepare for check-outs in boroughs like Camden, Islington, Southwark, Hackney, and Wandsworth — and the issues that come up are almost always the same. Cleaning and carpets. Here's what actually matters.

Step 1: End the tenancy correctly

Check your contract for notice requirements. For a periodic tenancy, you typically need to give at least one month's written notice timed to your rent due date. Ending it wrong can mean owing rent for longer than you expected.

Step 2: What your deposit can actually be used for

Your deposit is your money being held as security. Landlords and agents can only deduct for: cleaning (but only if the property is left less clean than at move-in), damage beyond fair wear and tear, missing items from a furnished property, and unpaid rent where evidenced. Everything claimed needs to be evidenced and reasonable.

Step 3: The cleaning question — do you need professional cleaning?

After the Tenant Fees Act 2019, landlords and agents can no longer require you to pay for professional end-of-tenancy cleaning as a contractual obligation. You can do it yourself. But here's the practical reality: you can still face a deduction if the property is left less clean than when you moved in and the landlord can evidence the cost. The standard isn't "professionally cleaned" — it's at least as clean as when you moved in.

Areas we consistently see flagged at check-out: oven interiors, extractor fans, bathroom limescale, inside kitchen cupboards, and grease behind the hob. If you're cleaning yourself, give those areas your full attention. If you'd prefer not to stress about it, see our end of tenancy cleaning service or read our full cleaning checklist first.

Step 4: Fair wear and tear — what it actually means

Fair wear and tear is the natural, expected deterioration from normal everyday living. It's not "no change allowed." A property lived in for two years will look different to a brand-new one — and that's expected.

What typically counts as wear and tear: slight carpet flattening in high-traffic areas, minor scuffs on walls from moving furniture, fading from sunlight, or door handles that have loosened from years of use. For a deeper breakdown, see our full guide on fair wear and tear under UK tenancy law.

The betterment rule: your strongest protection

If a landlord wants to deduct for replacing an item, they cannot charge you the full cost of a brand-new replacement if the original was already old or worn. Classic example: a carpet already six years old gets a small stain. The landlord cannot charge you for a full new carpet. They might be able to claim a contribution based on remaining useful life — but even that's often contested.

Step 5: Check-out inspection

Ask in advance whether a pre-check-out inspection is available — some agents offer this a week before you leave, giving you a chance to fix things before final handover. Take it if it's offered. On your last day: take photos mirroring your move-in shots, photograph meter readings, return all keys, and get written confirmation. These small things close off disputes before they start.

We cover the full check-out process in our guide on tenants' rights when moving out.

5. Getting Your Deposit Back — and What to Do if They Dispute It

Once you've handed back the keys, the landlord or agent has 10 days to return your deposit after you've agreed on any deductions. If they're proposing deductions you disagree with, don't just accept them. Ask for an itemised breakdown and evidence for each claim.

The dispute process

If you can't reach agreement, all three government-authorised deposit schemes offer a free Alternative Dispute Resolution (ADR) service. You submit your evidence, they submit theirs, and an independent adjudicator decides. The whole process is free and significantly less stressful than most people expect.

Adjudicators look at: check-in evidence, check-out evidence, whether there was a genuine obligation breached, and whether the claimed amount is reasonable given wear and tear and betterment rules. Strong photo evidence beats arguments. See our guide on disputing unfair deposit deductions for a full walkthrough of the ADR process, and our page on what landlords can and cannot legally deduct.

6. What's Your Deposit Risk Level?

Answer 8 quick questions and we'll give you a personalised risk score and action list based on your situation.

7. The Golden Rules — Quick Reference

If you take nothing else from this guide, these are the six things that make the biggest difference at check-out: