RentDocs.co.uk

Check-out report

Close the tenancy with a like-for-like comparison against check-in.

End of tenancy · Updated 2 August 2026

Overview

The check-out report mirrors the inventory and records what changed, what is fair wear and tear, and what may be claimed.

Why it matters

A structured comparison is what turns a disagreement into a resolvable list, and it is what an adjudicator will read first.

Legal requirements

  • Deductions must reflect actual loss and allow for fair wear and tear.
  • Return the undisputed part of the deposit promptly.

Common mistakes

  • Carrying out the check-out days after new tenants have moved in.
  • Not taking final meter readings.
  • Recording damage without a matching check-in reference.

Practical guidance

  • Do the check-out on the day the keys come back where possible.
  • Invite the tenant to attend.
  • Photograph in the same order as the inventory.

The template

Replace everything in [SQUARE BRACKETS] with your own details before use.

CHECK-OUT REPORT

Property: [FULL ADDRESS]
Tenant(s): [NAME(S)]
Tenancy ended: [DATE]
Check-out carried out: [DATE] at [TIME]
Tenant present: [YES / NO]
Compared against inventory dated: [CHECK-IN DATE]

METER READINGS AT CHECK-OUT
Electricity: [READING]   Gas: [READING]   Water: [READING]

KEYS RETURNED
Front door: [NUMBER]   Back door: [NUMBER]   Window keys: [NUMBER]   Missing: [DESCRIBE]

ROOM BY ROOM COMPARISON
Room: [ROOM NAME]
Item: [ITEM]
  At check-in:  [CONDITION AND NOTE]
  At check-out: [CONDITION AND NOTE]
  Assessment:   [FAIR WEAR AND TEAR / CLEANING / DAMAGE / MISSING]
  Photo refs:   check-in [REF], check-out [REF]
  Estimated cost, if any: GBP [AMOUNT]

[Repeat for each affected item. Rooms with no change can simply be marked: as check-in.]

CLEANING
Standard at check-in: [DESCRIPTION]
Standard at check-out: [DESCRIPTION]
Action required: [NONE / SPECIFY]

SUMMARY
Items assessed as fair wear and tear: [LIST]
Items potentially chargeable: [LIST WITH COSTS]
Total potential deductions: GBP [AMOUNT]

A deposit proposal will follow within [NUMBER] days.

Signed: ______________________ (Landlord / agent)  Date: __________
Signed: ______________________ (Tenant, if present) Date: __________

Frequently asked questions

When should the check-out happen?

On the day the keys are returned, or as close to it as possible, so the condition recorded is genuinely the tenant's.

Does the tenant have to attend?

No, but they should be invited and sent a copy with the chance to comment in writing.

What if there is no check-in inventory?

Deductions become very hard to sustain. Create and sign one for every new tenancy.

This template is general information for UK landlords and letting agents, not legal advice. Rules differ across England, Wales, Scotland and Northern Ireland — check your local requirements or take advice before relying on it.