Deposit return: the tenant's request and the landlord's itemised statement

At the end of a tenancy in England the tenant asks for the deposit back and the landlord sets out any deductions with evidence. Both letters, and the deposit scheme's free dispute service when the two sides cannot agree.

England. Checked against the law on 27 September 2026. Information, not legal advice.

When to use this

Tenants: use the request once you have moved out and returned the keys. Landlords: use the statement to set out any deduction you propose, item by item. Deductions must be agreed. If they are not, the deposit scheme's free dispute service decides on the evidence.

Before you send it

Have the check-in inventory, the check-out record and the dated photos to hand.
Tenant: find the scheme and reference in the prescribed information you were given at the start. If you do not know the scheme, each of the three has a free search.
Landlord: list each deduction separately with the amount and the evidence: a receipt, a quote or the rent record. Fair wear and tear is not a deduction.
Landlord: whether to propose a deduction, and how much, is your decision. The burden is on you to show the loss.
Send letters in a way that leaves a dated record and keep copies.

The template

Tenant's request for the deposit

[Tenant's name]

[New address for letters]

[Date]

To: [landlord's or agent's name]

Dear [name],

My tenancy of [address of the rented home] ended on [date]. I returned the keys on [date].

I paid a deposit of [amount] on [date]. It is protected with [scheme name], reference [reference].

Please return the deposit in full to: [how you would like to be paid].

If you propose any deduction, please send me an itemised list with the evidence for each item.

I attach my check-out photos taken on [date] and the final meter readings.

Yours sincerely,

[Tenant's name]

Landlord's itemised statement

[Landlord's name]

[Date]

To: [tenant's name], at [new address]

Dear [tenant's name],

Thank you for your letter of [date] about the deposit for [address of the property].

Deposit held: [amount], protected with [scheme name], reference [reference]

Item	What the check-in record shows	What the check-out record shows	Amount proposed	Evidence attached
[item]	[condition at start]	[condition at end]	[amount]	[receipt / quote / photo numbers]
[item]	[condition at start]	[condition at end]	[amount]	[receipt / quote / photo numbers]
Unpaid rent, if any	[period]	[amount owed]	[amount]	[rent statement]

Total proposed deductions: [amount]

Amount to be returned to you: [amount]

Please tell me in writing by [date] whether you agree. The part that is not in dispute will be returned to you without waiting for the rest.

If we cannot agree, either of us can ask the deposit scheme's free dispute service to decide.

Yours sincerely,

[Landlord's name]

What happens next

The part of the deposit that is not in dispute should be returned within ten days. For the rest, either side can use the free dispute service run by the scheme that protects the deposit. It decides on the evidence: the inventory, photos and receipts. If the deposit was never protected, the position is different: see the tenant deposit guide and get free advice from Shelter or Citizens Advice. Landlords can ask a landlord association.

Information about the law in England, not legal advice. Checked on the date shown.

Where this comes from

Questions about this template

Can a landlord deduct for wear and tear?

No. Fair wear and tear is not a deduction. Deductions can be proposed for damage beyond that, unpaid rent, cleaning to the check-in standard and missing items, with evidence.

What if we cannot agree on the deductions?

The deposit scheme runs a free dispute service that decides on the evidence. The burden is on the landlord to show the loss.

How do I find out which scheme holds my deposit?

It is in the prescribed information you were given at the start. If you do not have it, each of the three approved schemes has a free search using your surname, postcode, start date and deposit amount.

More templates

Assured periodic tenancy agreement (template)A plain-English tenancy agreement template for a private let of a whole home in England after the Renters' Rights Act 2025. It contains every item the written statement of terms must have. It is a starting point, not legal advice: have it checked before you use it.Written statement of terms: a fill-in checklistA landlord in England must give the tenant a written statement of terms before the tenancy starts. This is a checklist to gather the details and record when you gave it. It is not a tenancy agreement.Rent increase: how to complete Form 4A, with a covering noteIn England a rent increase needs the official section 13 form, Form 4A, once a year with at least two months' notice. How to complete and serve it, and a short covering note to send with it. The form itself comes from GOV.UK.Section 8 and Form 3A: what it is, and a fact sheet to take to an adviserForm 3A is the official section 8 notice a landlord in England uses to seek possession. The grounds and the notice periods differ, and only a court can end a tenancy. We give no notice wording; this is a fact sheet to prepare before you speak to a solicitor or a landlord association.

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