Checkout Report vs Check-In Report: What Gets Compared and Why It Decides Your Deposit
Most tenants know a checkout inspection happens. What they don't realise — until a deduction lands — is that it isn't judging the property against some imagined ideal. It's comparing it against one specific document: the check-in report. Understanding that distinction is the difference between knowing your rights and being surprised by a bill.
📍 England only. Covers private assured shorthold tenancies. Deposit scheme rules and adjudication processes vary in Scotland, Wales, and Northern Ireland.
Why the Comparison Matters So Much
With 4.7 million deposits currently protected in England and Wales — averaging £1,175 each — the comparison between check-in and checkout reports is what nearly every deposit dispute comes down to. Here's what TDS data shows about where disputes actually arise:
54%
Cleaning disputes
#1 cause — which room descriptions matter most49%
Damage disputes
Wear and tear vs damage judgement calls31%
Redecoration disputes
Paint age and lifespan calculations14%
Gardening disputes
Maintenance standard recorded at check-inThe reassuring number: only 1% of protected deposits end in formal adjudication — roughly 47,000 cases out of 4.7 million. The overwhelming majority of tenancies end fine. But for the ones that don't, the quality of those two documents — check-in and checkout — determines almost every outcome.
The Three Documents — and What Each One Does
There's a lot of terminology confusion here that trips tenants up. Let's clear it up.
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Inventory
Timing: Before or at start of tenancyA record of every item in the property and its condition — furniture, appliances, fixtures. In practice, modern reports combine this with a schedule of condition. Some people use these terms interchangeably.
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This is the original snapshot. Everything else is compared against it.
✍️
Check-In Report
Timing: When you move inUpdates the inventory if there's a gap between it being compiled and you arriving. Adds meter readings, key handover confirmation, and your sign-off that the condition is accurately recorded. This is the document you should challenge if anything is wrong.
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You typically have a few days to review and submit amendments. Use them.
🔍
Checkout Report
Timing: When you move outThe mirror document. Goes through every room comparing against the check-in record. Categorises differences as: fair wear and tear, tenant-caused damage/neglect, or landlord/maintenance issues. This is what deposit deductions are based on.
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Attend this in person. You can challenge descriptions in real time.
What the Comparison Actually Looks Like
The checkout isn't a vague "does it look about the same?" assessment. It's line-by-line against the original record. Here's what that means for the areas that generate the most disputes.
🍳 Kitchen — most heavily scrutinised
Oven
If check-in said 'professionally cleaned' — that's the bar. If it said 'domestically cleaned with some residue' — the tenant only needs to match that lower standard. This is why oven descriptions matter so much.
Extractor fan
One of the most commonly missed areas by tenants. If the check-in noted the filter as clean, the checkout will check it. Many people don't realise the filter is removable until it's flagged.
Behind appliances
If the check-in specifically noted these areas as clean, they'll be checked. If it didn't mention them — there's much less basis for a claim. Silence in the check-in is sometimes a tenant's friend.
Inside cupboards
Often described vaguely in check-in reports ('cupboards clean'). If there are food residue or stains at checkout that weren't noted at check-in, this is deductible.
🚿 Bathroom — second most common dispute area
Tiles and grout
Mould caused by poor ventilation the tenant is responsible for (not opening windows, etc.) can be charged. Mould caused by structural damp or a faulty extractor cannot. The check-in record and any maintenance reports you made will determine which side of the line it falls on.
Limescale
Hard-water areas are a grey zone. If the check-in noted existing limescale, you can't be charged for the same level. In long tenancies, some limescale build-up may also be considered fair wear and tear.
Sealant
Mould on bathroom sealant is one of the most disputed items. If the sealant was clean at check-in and is mouldy at checkout due to lifestyle (no ventilation), it's a legitimate deduction. Read our guide on removing mould before moving out for how to handle this before checkout.
🏠 Floors and walls — lifespan calculations apply
Carpets
New stains are deductible. Existing marks noted at check-in are not. Age of the carpet is critical — a 7-year-old carpet on a 10-year lifespan can only attract a small proportional deduction even if damaged. Use the calculator above.
Walls and paintwork
Interior paint has a typical lifespan of 3–5 years. A tenant in a property for 4 years where walls were freshly painted at check-in would have very little redecoration liability — the paint had essentially reached the end of its life regardless of what they did.
Wooden floors
Surface marks from furniture movement are normal wear. Deep scratches or water damage are not. The key is whether the check-in noted any existing marks — those can't be held against you.
How Differences Are Categorised
When the checkout clerk spots a difference from the check-in record, they don't automatically put it in the tenant's bill. Every difference falls into one of three categories.
Fair wear and tear
Natural deterioration from normal everyday living. Not the tenant's responsibility. Landlords cannot charge for this — and TDS adjudicators will not award it. The principle: a property lived in for two years will look different from a brand new one, and that's expected.
Tenant-caused damage or neglect
Damage or excessive dirtiness beyond what's expected from normal use. Stains, burns, holes, significant grease build-up, pet damage, mould from persistent failure to ventilate. These are deductible — subject to betterment calculations based on the item's age.
Landlord / maintenance issue
Problems that aren't the tenant's fault: leaking pipes, structural damp, faulty appliances from manufacturing defects, items that have reached the end of their expected lifespan regardless of the tenant's care. Not the tenant's liability.
Wear & Tear vs Damage — common examples compared
▼ Show table
Carpet
Flattened in doorways and high-traffic paths
Stains, burns, or tears not present at check-in
Walls
Minor scuffs, small pin holes from picture hooks, faded paintwork
Large holes, unapproved painted colours, significant chips or marks
Paintwork
Faded from sunlight, slight discolouration over time
Unapproved repainting, staining, large areas damaged beyond normal use
Wooden floors
Slight surface marks from everyday furniture movement
Deep scratches, water damage, burn marks
Door handles
Slight loosening from years of normal use
Broken handles, damaged locks, doors off hinges from misuse
Grout / sealant
Very minor discolouration over a long tenancy in a ventilated space
Black mould from persistent failure to ventilate; deteriorated sealant from neglect
Kitchen appliances
Minor surface marks, normal operational wear
Significant grease build-up, burns, physical damage from misuse
Window seals
Slight condensation marks on frames, natural ageing
Broken locks, damaged frames, debris in tracks from neglect
The Betterment Rule — and How to Calculate It
This is the rule most landlords don't advertise and most tenants don't know about until they're already in a dispute. Every item has an expected lifespan. Deductions can only be claimed proportional to the item's remaining value — not its full replacement cost. Use the calculator to see exactly how this plays out.
Betterment Calculator
See the maximum a landlord could legally deduct for a damaged itemItem type
Replacement cost today
£
Age at check-in: 3 yrs
Tenancy length: 2 yrs
£143 maximum deduction
2 years of remaining life out of 7 = 29% of replacement cost. Even if this item was completely destroyed, £357 of a full replacement claim would fail at adjudication.
Based on TDS/NRLA Product Lifespan Guide. Actual adjudicator decisions may vary based on item quality and number of occupants.How Adjudicators Actually Use These Documents
If a dispute reaches adjudication, an independent adjudicator — who has never visited the property — works entirely from submitted paperwork. Here's the evidence hierarchy they use, and what it means for you.
Signed check-in inventory with dated photographs
The gold standard. If both parties signed it and it includes clear photos, it's very hard to dispute on either side. This protects both landlord and tenant.
Unsigned check-in report sent to and received by tenant
Still good evidence, especially if there's proof of delivery — an email with a read receipt, for example. The tenant had the opportunity to dispute it at the time.
Checkout report by an independent inventory clerk
Carries more weight than one done by the landlord or agent. No conflict of interest. TDS treats these with more credibility than landlord-compiled reports.
Checkout report by landlord or letting agent
Still considered, but TDS notes that reports from interested parties receive less weight. An adjudicator may scrutinise the descriptions more carefully.
Photographs without a formal report
Helpful but incomplete. Shows what something looked like but doesn't provide systematic comparison. Can support a claim but rarely win one alone.
Written descriptions without photographs
Subjective and easily disputed. 'Good condition' means different things to different people. TDS adjudicators consistently say photographic inventories are the most effective form of evidence.
The burden of proof sits with the landlord
The deposit is legally your money until the landlord demonstrates why it should be deducted. If their evidence is vague, incomplete, or missing, the adjudicator will return the money to you. No check-in report? Weak basis for any claim. No checkout photos? The written descriptions become the only evidence — and they're always contested. This is actually good news for tenants who have documented their own check-in properly.
What "Good" vs "Bad" Inventory Descriptions Look Like
The quality of the original description determines how enforceable the comparison is. Vague check-in entries benefit tenants — specific ones benefit whoever's version of events is accurate. Select an area to see real examples of both.
What "Good" vs "Bad" Descriptions Look Like
The quality of the original description determines whether it's enforceable at checkout"Oven clean"
⚠ Too vague. 'Clean' is subjective — no baseline to compare against at checkout.
"Kitchen — good condition"
⚠ Doesn't even mention the oven specifically. No basis for any checkout comparison.
"Appliances — satisfactory"
⚠ One word for every appliance. Completely unenforceable in a dispute.
What this means for you: If your check-in report uses weak descriptions, your landlord's ability to claim deductions is significantly undermined. If it uses strong ones, you're held to a specific, documented standard — which also protects you from claims beyond what was actually recorded.
The 5 Mistakes That Cost Tenants the Most
These aren't edge cases. We see these come up in disputes constantly — and almost all of them are avoidable with a bit of attention on move-in day.
Not reading the check-in report on move-in day
The most common and most costly mistake. Most tenants receive a 20-page document while they're surrounded by boxes, glance at it, sign it, and never look at it again. Two years later, the landlord claims for damage that was already there on day one — and the tenant signed to confirm the report was accurate. Read it. All of it. Challenge anything that doesn't match what you see.
Not taking your own photos at check-in
Even if the inventory is accurate, your own dated photographs give you an independent record. If the landlord later claims the report was wrong or didn't capture something, your photos are your proof. Get inside the oven, photograph the bathroom grout, get carpet edges. The same shots you'll need at the end.
Not attending the checkout inspection
You have the right to be there. TDS notes that checkout reports compiled without the tenant present are treated with more scrutiny in adjudication — because there was no one to challenge inaccurate descriptions. If the clerk writes 'stained' and it's actually 'worn,' you can say so in real time. If you're not there, you can't.
Not reporting maintenance issues in writing during the tenancy
If a tap drips for six months and causes limescale build-up, and you never reported it, you may end up partially liable for a maintenance issue at checkout. Report problems by email — not just a phone call. Keep the thread. It matters if mould, limescale, or damage becomes a dispute point later. See our guide on removing limescale before moving out if you're already there.
Not keeping a copy of the check-in report
If you can't produce the check-in report at checkout, you've lost your primary reference point for challenging any claim. Store it digitally, ideally in cloud storage, from day one. You'll be grateful you did when it's two years later and the landlord is proposing deductions for something that was already there when you arrived.
What to Do — and When
The process has four natural windows. Each one is an opportunity to protect yourself.
On move-in day
Read the entire check-in report — every page, every room
Walk the property with the report and check each description against what you see
Note anything inaccurate, in writing, on the report or in an email to the agent the same day
Photograph everything — especially the oven interior, bathroom grout, carpets, and walls
Store your copy safely — digitally in cloud storage, not just on one device
During the tenancy
Report any maintenance issues by email — not just verbally
Keep records of anything you fix or replace, including receipts
If the landlord agrees to any changes, get it in writing before you do anything
Take photos at any mid-term inspection if one happens
Don't let small issues become large ones — report them early
Before checkout
Get your check-in report out and use it as your cleaning guide
Match each room against the specific descriptions — not a general standard
Focus on the areas letting agents always check: oven, bathroom, behind appliances, window tracks
Remove everything — loft, garden shed, inside all cupboards, bins
Take photos that mirror your move-in shots, same rooms, same angles
At and after checkout
Attend the inspection — this is your right, not an optional extra
Bring your check-in report so you can compare descriptions in real time
If the clerk notes something that was there at check-in, say so and ask them to record your comment
If deductions are proposed, request a detailed breakdown — see what landlords can legally deduct
Use the deposit scheme's free dispute resolution if needed — see how long deposit return takes
Professional End of Tenancy Cleaning
We clean against the same framework checkout clerks use — every area that gets compared, covered. Our 72-hour re-clean guarantee means if anything is flagged at the checkout, we come back at no cost.
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Deni is a seasoned professional with over 10 years of experience in content marketing and vast knowledge in the cleaning business. He specializes in creating engaging content that drives growth and builds brand identity. Passionate about innovation, Deni believes in delivering value through impactful messaging and providing value to readers in a concise and comprehensive manner.
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