Pro Elite Ventures UK Ltd — Inventory Alignment Guide

Fair Wear vs Damage · Decision Tree · Item Lifespan Tables · England Deposit Scheme Standard

Property: ___________________________________ Check-out date: _______________ Tenancy length: _______ months Agent ref: ____________
Purpose of this guide: Deposit scheme adjudicators apply the same test across MyDeposits, TDS and DPS — was the condition caused by the tenant's actions, or by normal use over time? This guide gives you the framework, the decision tree and the lifespan tables to make that call consistently and record it in a way adjudicators accept.

Part 1 — The Three-Column Method

For every disputed item, complete a three-column entry before submitting to the scheme. Adjudicators look for all three columns to be populated before awarding a deduction.

Column A — Inventory condition at check-inColumn B — Condition at check-outColumn C — Your assessment (FW or D)
State exactly what the inventory said at check-in. Quote the wording if possible.

Example: "Carpet — clean, minor wear to threshold"		Describe the condition you found. Be specific: size, location, nature.

Example: "Large red wine stain, approx 20cm diameter, centre of living room carpet"		State your conclusion and the evidence supporting it.

Example: "Damage — stain not present at check-in, inconsistent with fair wear and tear given tenancy length"
Complete one row per disputed item. Attach the photo reference (file name or timestamp) in Column B.

Part 2 — Fair Wear vs Damage: The Decision

✓ Fair Wear and Tear

  • Gradual fading of paint or carpet from normal foot traffic
  • Small scuffs on skirting boards at furniture-level height
  • Light marks on walls where pictures were hung
  • Carpet thinning in doorways and high-traffic zones
  • Minor dulling of worktops from daily use
  • Loose door handles from repeated normal use
  • Limescale buildup consistent with local water hardness
  • Grout discolouration in a long tenancy

✕ Damage Attributable to Tenant

  • Stains — food, drink, pet, bodily on carpet or furniture
  • Burns — cigarette, iron, candle on any surface
  • Holes in walls beyond picture-hook size
  • Broken fittings, glass, tiles — beyond natural wear
  • Mould caused by tenant failure to ventilate
  • Pet scratches on doors, floors or walls
  • Excessive grease or grime from failure to clean
  • Appliance damage from misuse

Part 3 — The Decision Tree

Q1Was this item in the check-in inventory? No → Cannot claim. Yes → Continue.
Q2Is the current condition worse than the inventory described? No → Cannot claim. Yes → Continue.
Q3Is the deterioration consistent with normal use over the tenancy length? Yes → Fair wear, no claim. No → Continue.
Q4Do you have photographic evidence dated to check-out showing the specific damage? No → Claim unlikely to succeed. Yes → Continue.
Q5Do you have a professional quote or receipt for repair/replacement? No → Deduction may be reduced. Obtain one. Yes → Proceed with claim. Apply the betterment formula below.

Part 4 — Item Lifespan Tables (England Standard)

Adjudicators apply a betterment deduction when a damaged item is claimed at full replacement cost but had already served part of its expected life. The formula is: Claim = (Remaining life ÷ Total expected life) × Replacement cost.

Flooring

ItemExpected LifespanNotes
Budget carpet (contract grade)5–7 yearsHeavily trafficked areas — halls, stairs — claim pro-rata from year 3
Mid-range carpet8–10 yearsStandard residential life; full claims unlikely after year 6
Luxury / wool carpet10–15 yearsPro-rata from year 5; retain original receipt to evidence value
Laminate flooring10–15 yearsStaining and burn claims usually accepted at full pro-rata replacement
Solid wood / engineered wood20–25 yearsBetterment deduction typically large; partial claims more realistic
Vinyl / LVT7–12 yearsBurns and cuts claimable; scuffs generally fair wear

Décor and Walls

ItemExpected LifespanNotes
Standard emulsion paint (walls)3–5 years (residential)Scuffs and minor marks after 2+ year tenancy — usually fair wear
Kitchen / bathroom paint3–4 yearsMould-related staining often claimable if ventilation failure evidenced
Wallpaper5–7 yearsTears claimable; fading generally fair wear after 3+ years
Woodwork / gloss (skirting, doors)5–8 yearsChips from furniture movement — borderline; provide photo evidence

Soft Furnishings and White Goods

ItemExpected LifespanNotes
Mattress8–10 yearsStains fully claimable if evidenced; general compression is fair wear
Sofa / upholstered furniture7–10 yearsFabric stains claimable; fading and pilling generally fair wear
Curtains and blinds5–7 yearsFading fair wear; staining or ripped mechanism claimable
Washing machine8–10 yearsDrum damage or failed seals from misuse claimable with engineer report
Dishwasher7–10 yearsAs above; blocked filters from tenant neglect claimable
Fridge freezer8–12 yearsIce damage from tenant unplugging without defrosting — claimable
Cooker / hob8–12 yearsGrease damage beyond normal cleaning claimable; evidence with photos
Betterment example: A 5-year carpet (expected life 10 years) is stained by a tenant. Replacement cost £800. Remaining life = 5 years. Claim = (5÷10) × £800 = £400. Submitting a full £800 claim on a 5-year carpet will typically be reduced by the adjudicator regardless, so presenting the correct pro-rata figure demonstrates credibility.
Pro Elite Ventures UK Ltd · Companies House 14694836 · proeliteventures.com · 0203 984 4919 · info@proeliteventures.com