End of Tenancy Checklist and Pack
A checkout should explain what changed and what still needs sorting out. This free end of tenancy pack connects the departure record to the original inventory, while keeping a proposed deduction apart from an agreed repayment.
Free Word pack with blank forms and a separate fictional worked example.
Keep the £570 agreed return separate from the £30 dispute.
The fictional checkout is on 30 October, with a stated tenancy ending of 31 October whose basis is recorded for checking. The final account is updated on 31 October, after the rent statement’s 30 October cutoff.
The visit and the stated ending have different dates.
- Checkout and keys returned
- 30 October 2026
- Stated tenancy ending
- 31 October 2026
The pack keeps the ending basis with these facts. A date written beside the checkout does not by itself establish the legal effect of the notice or handover.
The curtain amount is still a proposal.
- Proposed curtain amount
- £30
- Tenant response
- Disputed
The example illustrates a proposed remaining value, with earlier condition and evidence still relevant. It is not an automatic deduction or an award of the full replacement price.
The agreed return has been requested.
- Deposit held
- £1,000
- Agreed use towards rent
- £400
- Agreed undisputed return
- £570
- Amount still disputed
- £30
The repayment request is dated 31 October. Actual repayment and posting of the agreed rent allocation are not confirmed. Keep their dates and evidence when those actions are completed.
The account can show what was agreed while leaving the payment unconfirmed. Update it when you have the actual confirmation.
Keep a clear record as the tenancy comes to an end.
Landlords and letting agents recording the end of an ordinary assured residential tenancy in England. It provides a practical record of the checkout and final account, alongside the documents and evidence for the actual tenancy.
Connect the condition record to the final account.
The departure record keeps the tenancy ending basis and the physical arrangements in view. A reusable room comparison links each observation to the starting inventory, so an existing mark can be distinguished from a genuinely different condition.
The final account record gives proposed amounts and the tenant’s response their own place. It keeps an agreed return separate from a remaining disagreement. The pack also includes a fictional completed example and a guide to using the blank forms.
Check the ending basis before arranging the visit.
Check the notice or agreed ending arrangements before treating a date as the end of the tenancy. Keep the checkout appointment, actual departure and key return as separate facts; their legal effect depends on the circumstances.
Use the original inventory and comparable dated photographs when recording condition. Describe what you could observe and what you could not check. Keep the evidence for a proposed loss with the record, including the item’s earlier condition and age.
Frequently asked questions
Does a checkout appointment end the tenancy?
An appointment is an arrangement to inspect or hand over the property. Check the actual notice or agreed ending basis and record it separately from the visit, departure and keys.
Can I charge the full replacement price for an older item?
A proposed deduction needs to reflect the evidenced loss, taking account of the item’s age, earlier condition and fair wear. Replacing an old item with a new one does not automatically make the full new price recoverable.
When does the ten day deposit return period start?
The government guidance measures the ten days from agreement on how much is to be returned, rather than from the checkout appointment. Keep undisputed repayment separate from the disputed amount and follow the actual deposit scheme’s process.
What if the tenant disagrees with the checkout record?
Keep the response and any additional evidence with the original record. A proposed amount remains a proposal until it is agreed or determined through the relevant process. Contact the actual deposit scheme promptly about its procedure and time limits.
Use the actual ending and deposit process.
The ending basis, the checkout appointment and the handover of keys should be recorded as separate facts. This pack does not determine whether a notice or agreed ending is legally effective.
A proposed deduction still needs evidence of the loss and a fair allowance for earlier condition and wear. Keep undisputed repayment separate from the disputed amount, and use the procedure and time limits of the actual deposit scheme.
Guidance checked on 30 October 2026.
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