Deposit Disputes in the UK: How a Property Inventory Can Protect You

Deposit disputes are one of the biggest sources of conflict between landlords and tenants in the UK. According to the government-backed tenancy deposit schemes, thousands of disputes arise every year over cleaning, damage, or unpaid rent.

The good news? Most of these disputes can be avoided with one simple tool: a property inventory.

In this guide, we’ll explain why deposit disputes happen, how the deposit protection schemes work, and why a property inventory is the most effective way to protect yourself, whether you’re a landlord or tenant.

Why Do Deposit Disputes Happen?

At the end of a tenancy, landlords often claim money from the tenant’s deposit to cover:

Unpaid rent or bills
Cleaning costs
Damage to furniture, fixtures, or fittings
Replacing missing items
Excessive wear and tear beyond normal use

Tenants, however, may disagree with these claims—arguing that the property was already in that condition, or that the landlord is being unfair.

Without clear evidence, it becomes a “word against word” situation. That’s where disputes escalate to the tenancy deposit protection (TDP) scheme’s dispute resolution process.

How the Tenancy Deposit Schemes Work

By law, landlords in England and Wales must protect deposits in one of three government-approved schemes:

MyDeposits
Tenancy Deposit Scheme (TDS)
Deposit Protection Service (DPS)

If a dispute arises, the scheme acts as an independent adjudicator. They look at the evidence provided by both landlord and tenant before deciding how the deposit should be split.

The strongest evidence? A signed property inventory backed by photos.

How a Property Inventory Protects Landlords

For landlords, an inventory is your best defence in a deposit dispute. It:

Provides a baseline record of the property’s condition and contents at check-in.
Shows signed agreement from tenants that this was the starting point.
Makes it easy to highlight changes at check-out (e.g. damage or missing items).
Strengthens your claim for deposit deductions with concrete evidence.

Without an inventory, landlords often lose disputes, even if the damage is obvious because they can’t prove it wasn’t there before.

How a Property Inventory Protects Tenants

For tenants, an inventory is just as important. It:

Protects your deposit by proving you didn’t cause existing damage.
Ensures you’re only held responsible for issues that happened during your tenancy.
Lets you add comments or photos at the start, so you’re not unfairly blamed later.
Provides peace of mind at check-out that you won’t face unfair charges.

In many cases, tenants win disputes precisely because the landlord failed to provide a proper inventory.

Case Study: Cleaning Costs

One of the most common disputes is cleaning charges.

Without an inventory: A landlord may claim the property was spotless at move-in and dirty at move-out.
With an inventory: Photos and notes of the property’s condition at the start make it clear whether the claim is valid.

Inventories protect both sides from unfair claims.

Best Practices for Inventories

Whether you’re a landlord or tenant, here’s how to make sure your inventory stands up in a dispute:

Do it at check-in and check-out – both stages are essential.
Include photos or videos – visual evidence is harder to dispute.
Be detailed – note condition (“new”, “good”, “worn”, “damaged”) instead of vague words like “ok”.
Get signatures – both landlord and tenant should sign the document.
Keep copies – each party should have their own signed version.

Avoid Disputes With a Clear Inventory

Deposit disputes can be stressful, time-consuming, and costly. But most of them can be avoided with a clear, detailed property inventory.

Avoid disputes with a clear inventory – get the free landlord property inventory template here.

It’s simple, quick to complete, and protects both sides from unnecessary conflict.

FAQs

Are deposit disputes common in the UK?

Yes. Each year, thousands of disputes are raised with deposit schemes, mostly about cleaning, damage, and unpaid rent.

Who usually wins deposit disputes?

It depends on the evidence. Landlords with a signed inventory often succeed, while tenants without one are more vulnerable.

Can tenants create their own inventory?

Yes, tenants can submit their own notes and photos if the landlord doesn’t provide one. This can still protect them in a dispute.

Is an inventory legally required?

No, but it’s strongly recommended. Courts and adjudicators rely heavily on inventories when making decisions.

What happens if there’s no inventory?

If no inventory exists, it’s very difficult for landlords to prove their case, and tenants are much more likely to get their full deposit back.