A proven, adjudicator-ready template for landlords submitting deposit deduction claims to DPS, MyDeposits, or TDS.
Download Full Pack →Copy this template and substitute the highlighted fields with your tenancy details. Keep formal and factual throughout.
Date: [DATE]
To: The Adjudicator, [SCHEME NAME — DPS / MyDeposits / TDS]
Re: Deposit Dispute — Reference [SCHEME REFERENCE NUMBER]
Property: [FULL PROPERTY ADDRESS]
Tenancy Period: [START DATE] to [END DATE]
Deposit Amount: £[TOTAL DEPOSIT] | Amount in Dispute: £[DISPUTED AMOUNT]
Dear Adjudicator,
I am writing as the landlord of the above property to submit my evidence in support of the deductions I have requested from the tenancy deposit held under the above reference.
1. Summary of Deductions Claimed
I am claiming a total of £[AMOUNT] for the following:
(a) [ITEM 1 — e.g. Professional cleaning: £XXX]
(b) [ITEM 2 — e.g. Replacement of damaged blinds: £XXX]
(c) [ITEM 3 — e.g. Garden restoration: £XXX]
2. Evidence Submitted
In support of each claim, I attach the following evidence:
• Signed check-in inventory dated [DATE], countersigned by the tenant
• Check-in photographs taken on [DATE]
• Check-out photographs taken on [DATE]
• [CONTRACTOR NAME] invoice/quote for cleaning dated [DATE] — £[AMOUNT]
• [SUPPLIER] receipt for replacement items dated [DATE] — £[AMOUNT]
3. Explanation of Each Claim
Cleaning: The check-in inventory (Exhibit A) confirms the property was professionally cleaned prior to the tenancy. The check-out inspection on [DATE] found [DESCRIBE SPECIFIC CONDITION, e.g. oven heavily soiled, carpets stained in lounge and bedroom]. A professional clean was required at a cost of £[AMOUNT] (invoice attached).
Damage: Item [X] on the check-in inventory records [ITEM] as in [CONDITION] condition. The check-out inspection found [DAMAGE DESCRIPTION], which goes beyond reasonable fair wear and tear for a [LENGTH] tenancy. Replacement cost was £[AMOUNT].
4. Fair Wear and Tear Allowance
I have applied a fair wear and tear allowance of [%] to the cost of [ITEM], reflecting the age and condition at check-in, which reduces my claim from £[GROSS] to £[NET] for that item.
5. Attempts to Agree
I contacted the tenant on [DATE] by [EMAIL/LETTER/TEXT] to discuss these deductions. The tenant [disputed / did not respond / refused to engage], making adjudication necessary.
I trust the evidence is sufficient and respectfully request the adjudicator award the deductions claimed. I am happy to provide any additional evidence upon request.
Yours faithfully,
[YOUR FULL NAME]
Landlord
[YOUR CONTACT EMAIL]
Adjudicators make decisions on the evidence in front of them. Follow these rules to maximise your award.
All three schemes use similar processes but have different submission portals and timescales.
Submit through My DPS online portal. Both parties have 30 days to respond to the initial dispute notification. Adjudication is free.
Raise dispute online in your MyDeposits account. All evidence uploaded digitally. Typically resolves within 28 days of submission.
TDS operates both insured and custodial dispute services. Evidence submitted online; decisions are binding on both parties.
If ADR is refused or deposit was not protected, a small claims court application (Money Claim Online) may be necessary for amounts under £10,000.
The landlord bears the burden of proof. You must demonstrate that damage occurred, that it exceeds fair wear and tear, and that the cost claimed is reasonable. Without a signed check-in inventory and photographic evidence, adjudicators will almost always find in favour of the tenant.
There is no fixed formula, but adjudicators typically assess the age of items, the length of the tenancy, and the number of occupants. A carpet in a 3-year-old property let for 3 years will attract a higher wear-and-tear allowance than a new carpet let for 6 months. Our dispute pack includes a wear-and-tear calculation guide.
Only if you can show the property was professionally cleaned at the start of the tenancy. Adjudicators will not award professional cleaning costs unless the check-in record or an invoice confirms the original state. "Professionally cleaned" on the inventory, backed by an invoice, is the strongest position.
Yes. All three government-approved schemes use ADR that is binding on both parties. The award is a legal determination of how the deposit should be split. You cannot go to court afterwards to challenge the same deductions — though court remains an option for claims outside the ADR scope.
Get our complete pack including the wear-and-tear calculator, evidence log sheet, and check-out report template.
Download Free Pack