Free Tenant Damage Evidence Checklist (England)

This checklist helps you:

• Keep the check-in inventory and starting-condition evidence together.
• Reference dated check-in, inspection and check-out photographs or video.
• Record what changed and the evidence relevant to responsibility.
• Keep the full communications trail and important dates easy to locate.
• Separate repairs from replacement, materials from labour and unrelated work.
• Record an itemised calculation that considers age, previous condition and fair wear and tear.
• Reference deposit-scheme correspondence for the specific event.

What's inside

• Evidence checklist: starting and end condition, tenancy timeline, communications, costs and item history.
• Property and event details: address, tenancy dates, item or location and how the issue was discovered.
• Evidence log: a structured table for recording references, locations, details and dates.
• Calculation prompt: space to record the proposed deduction and how the figure was reached.
• Worked example: a simple illustration of itemising separate issues instead of using one lump sum.

How to use it

1. Start one checklist for each separate damage event or item.
2. Record and preserve the condition before any non-urgent repair begins.
3. Reference the signed check-in record and dated photographs or video.
4. Record communications, inspection history and contractor evidence.
5. Itemise proposed costs and show how age, condition and fair wear and tear were considered.
6. Keep the completed checklist and underlying files securely with the relevant tenancy records.

FAQ

Is this legal advice?

No. It is a practical record-keeping checklist, not legal advice and not a statement that a deduction is justified.

Does using the checklist guarantee a deposit deduction?

No. It helps organise the information behind a proposed deduction, but it does not guarantee agreement by the tenant or any particular outcome under a deposit scheme's process.

Should I use one checklist for the whole property?

Use a separate checklist for each damage event or item so the evidence and calculation remain specific and easy to follow.

Can I edit the checklist?

Yes. It is supplied as a Word document, so you can complete it electronically or print it.

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