End-of-tenancy check-out report best practice

A check-out report compared directly against the original inventory is the foundation of any fair deposit deduction.

5 min read · Updated 2 August 2026

Overview

A check-out report compared directly against the original inventory is the foundation of any fair deposit deduction.

Timing the check-out

Carry out the check-out as close as possible to the tenant's departure, ideally with the tenant present or represented.

Comparing like for like

Reference each item back to the original inventory rather than making a fresh, unanchored assessment of condition.

Distinguishing fair wear and tear

Consider the length of the tenancy and number of occupants when judging whether an issue is fair wear and tear or genuine damage.

Sharing the report promptly

Send the report and any proposed deductions to the tenant quickly, giving them a fair chance to respond before deposit release.

Frequently asked questions

When should the check-out be done?

Ideally on or immediately after the day the tenant returns the keys, so the condition is not affected by later works or void-period issues.

Must the tenant attend the check-out?

No, but invite them in writing. An unattended check-out is still valid if it is documented and compared like-for-like with the inventory.

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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.