A well-managed end-of-tenancy process is one of the most effective ways to avoid the disputes that otherwise consume disproportionate time and goodwill relative to the sums typically involved.
Agreeing the check-out date and process. Confirm the exact date the tenant will vacate, and where possible, arrange a joint check-out inspection against the original move-in inventory — with both landlord (or agent) and tenant present, or at minimum with the tenant given a fair opportunity to review and comment on the check-out report before any deductions are proposed.
Comparing fairly against the original inventory. The key distinction that any dispute resolution service will apply is between fair wear and tear — the ordinary, expected deterioration of a property from being lived in normally — and genuine damage, which goes beyond that ordinary wear. A carpet showing some wear after several years of tenancy is different from a carpet with a burn mark or stain caused by a specific incident; the first is generally not something that can fairly be charged against a deposit, the second may be.
Handling the deposit itself. Once both parties agree the amount to be returned, or the amount of any proposed deduction, the return needs to happen within the timeframe specified by the relevant protection scheme. Where agreement can’t be reached, the scheme’s own dispute resolution service — rather than either party unilaterally deciding the outcome — is the correct route, and using it properly avoids the situation escalating into a more costly and time-consuming legal dispute.
Administrative details to capture on the day, not from memory later. Final meter readings, the tenant’s forwarding address for any post or future correspondence, confirmation that all keys have been returned (including any additional sets that may have been cut during the tenancy), and written confirmation the property has been left in the condition required by the tenancy agreement. Capturing all of this in writing on the actual check-out day avoids later disputes about what was or wasn’t confirmed.
Moving straight into preparing for the next letting. Note any repairs identified during check-out that will need addressing before the property can be re-let, check whether any safety certificates are due or close to renewal, and arrange cleaning promptly. The gap between one tenancy ending and the next beginning is entirely within the landlord’s control to minimise, provided this preparation starts at check-out rather than only once the property is empty.
General information for landlords. Property Lounge, Guildford.
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