Building an evidence pack for a deposit claim

A deduction is only worth what you can prove. This is the file that wins adjudications.

4 min read · Updated 21 August 2026

Overview

An evidence pack is the complete story of a property's condition from the day the tenant moved in to the day they left. It starts with a signed inventory and check in photographs, continues through inspection reports and repair correspondence, and ends with the check out report, comparison photographs and the invoices for putting things right. Assembled properly it takes an hour at the end of a tenancy. Assembled badly it costs you the deposit.

Why it matters

Adjudicators see hundreds of claims. The ones that succeed look the same: organised by room, tied to the agreement, with matching before and after images and real costs.

Legal requirements

There is no legal requirement to have an inventory, but without one deductions rarely succeed.
The tenancy agreement must make the tenant responsible for the item claimed.
Betterment is not allowed, so a claim must reflect the remaining life of the item.
Cleaning can only be claimed to return the property to its check in standard.

Common mistakes

Photographs taken on a phone with the date stamp turned off and no room labels.
An inventory that says the carpet is in good condition with no supporting image.
Invoices that bundle several jobs together so the adjudicator cannot separate the claim.
No mid tenancy inspection records to show when damage first appeared.

Practical guidance

Have the tenant sign or acknowledge the inventory in writing within the first week.
Photograph every room, plus appliances, meters, carpets and any existing marks, at check in.
Run inspections at least twice a year and store the reports against the tenancy.
Get itemised invoices that name the room and the work done.

Structuring the pack

Order the documents so the adjudicator can follow them without hunting. Start with a one page summary listing each deduction, the amount and where the evidence sits. Then the tenancy agreement with the relevant clauses marked. Then the signed check in inventory with photographs. Then inspection reports in date order. Then the check out report with comparison images side by side. Finally the invoices and any depreciation calculation. Name the files clearly, because a file called photo 47 helps nobody.

Keeping evidence during the tenancy

Most disputes turn on when damage happened. Periodic inspections with photographs create a timeline, and a tenant who accepts an inspection report at the time cannot easily argue later that a stain was there at check in. Keep repair requests, contractor visits and messages in one place. Storing everything in a compliance vault against the property means the pack is already three quarters built before the tenancy ends.

Frequently asked questions

Do photographs need to be dated?

They should be verifiable. Photographs embedded in a dated inventory report that the tenant signed carry more weight than loose images with metadata alone.

Is a video walkthrough enough?

Video helps but rarely stands alone. Adjudicators prefer a written inventory with photographs, because it is easier to reference item by item.

How long should I keep the evidence?

Keep the full tenancy file for at least six years, since claims relating to a tenancy can be brought well after the tenant has left.

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This guide 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 acting.