End of Tenancy Checklist for Landlords UK

Before the tenant moves out

Preparation before the move-out date ensures a smooth handover and reduces the risk of disputes.

• Confirm move-out date - Get written confirmation of the exact date and time
• Arrange check-out inspection - Book a mutually convenient time, ideally when tenant can attend
• Send cleaning expectations - Remind tenant the property should be returned in the same condition as check-in (allowing for fair wear and tear)
• Gather check-in documents - Locate the original inventory, schedule of condition, and check-in photos
• Prepare inspection forms - Have a room-by-room checklist ready
• Notify utility companies - Inform them of the tenancy end date
• Cancel direct debits/standing orders - Stop rent collection from the final payment date

Conducting the check-out inspection

The check-out inspection is your opportunity to document the property's condition and identify any issues before the tenant leaves.

• Walk through every room - Check walls, floors, ceilings, windows, and doors
• Test all appliances - Run the washing machine, check the oven, test the boiler
• Check fixtures and fittings - Handles, light switches, taps, locks
• Inspect furnishings - Look for stains, tears, burns, or damage
• Check outside areas - Gardens, sheds, parking spaces
• Note any odours - Smoke damage, pet smells, damp
• Record everything in writing - Use a structured form signed by both parties

Comparing to check-in inventory

A detailed comparison between check-in and check-out condition is essential for any deposit deduction claims.

• Go item by item - Compare each item listed in the original inventory
• Allow for fair wear and tear - Normal use over time is expected and not chargeable
• Note missing items - List anything that should be present but isn't
• Document damage clearly - Describe what's damaged and how it differs from check-in
• Check for unauthorised alterations - Holes in walls, removed fixtures, paint changes
• Get tenant agreement where possible - Have them acknowledge any issues noted

See our deposit deduction guide for what you can and cannot deduct.

Taking evidence (photos and video)

Photographic evidence is crucial if you need to make deposit deductions. Poor evidence is the main reason landlords lose deposit disputes.

• Use the same angles as check-in - Makes comparison straightforward
• Date stamp everything - Use your camera's date feature or include a newspaper
• Take wide and close-up shots - Context shots plus detail of any damage
• Record video walkthroughs - Provides additional evidence and captures things photos miss
• Photograph meter readings - Proves the exact readings at handover
• Store securely - Back up to cloud storage with dates preserved
• Keep for at least 6 years - The limitation period for contract claims

Meter readings and utilities

Final meter readings ensure the tenant pays for their usage and prevents billing disputes.

• Read all meters - Gas, electricity, and water (if metered)
• Photograph each meter - Clear shot showing the reading
• Record date and time - Ideally at the moment of key handover
• Submit readings to suppliers - Do this on the day of handover
• Notify council tax - Inform them the tenancy has ended
• Update your insurance - Switch from landlord to unoccupied property cover if needed

Key collection

Collecting all keys formally ends the tenant's right to access the property.

• Count all keys - Check against the number issued at check-in
• Collect fobs and access cards - Building entry, parking, gym facilities
• Get security codes - Alarm codes, safe combinations
• Get written confirmation - Have tenant sign that all keys have been returned
• Consider changing locks - Good practice between tenancies for security
• Document missing keys - These can be deducted from the deposit

Deposit return process

You must return the deposit within 10 days of agreeing how it will be divided. Failure to do so can result in the tenant raising a dispute.

• Assess deductions needed - Cleaning, damage, missing items, unpaid rent
• Get quotes for repairs - Professional cleaning, damage repair
• Propose the split - Contact tenant with your proposal and evidence
• Allow tenant to respond - They may accept, negotiate, or dispute
• Return agreed amount - Within 10 days of agreement
• Use scheme's process - If you can't agree, follow the deposit protection scheme's dispute procedure

For detailed guidance on disputes, see our guide on handling deposit disputes.

What if there are disputes?

If you and the tenant can't agree on deposit deductions, use the deposit scheme's free dispute resolution service.

• Attempt negotiation first - Many disputes can be resolved with discussion
• Gather your evidence - Inventories, photos, receipts, quotes
• Submit to adjudication - Through your deposit scheme (DPS, MyDeposits, TDS)
• Await decision - Usually takes 2-4 weeks
• Accept the outcome - Adjudicator decisions are binding

Strong evidence from check-in and check-out is the key to winning disputes. Without dated, comparative photos, claims are difficult to prove.

Preparing for new tenants

Once the old tenancy ends, prepare the property quickly to minimise void periods.

• Professional clean - Deep clean carpets, ovens, bathrooms
• Complete repairs - Fix any damage identified at check-out
• Refresh decor if needed - Touch up paint, replace worn items
• Safety checks - Gas safety, EICR, smoke and CO alarms
• New inventory - Create fresh dated inventory with photos
• Marketing photos - Take new listing photos if needed
• Check compliance - EPC, EICR, gas certificate, deposit protection