Tenancy handover and deposit record

Make the handover record clear and specific

The tenancy handover tool helps organise what you saw at check-in and check-out, which keys were handed over and what deductions have been proposed or agreed. It gives you an exportable text summary that can sit alongside your original inventory, photographs and correspondence. It is not a deposit adjudication service and does not establish a legal outcome.

Select the property nation, handover date and number of keys or access devices. Then add a row for each room or item you want to record. Keep descriptions factual: identify the location, condition and relevant difference rather than writing a broad accusation. “Small mark beside the bedroom door, shown in check-in image 04” is more useful than “the room was fine”.

How the record and totals work

Each row contains check-in condition, check-out condition, a proposed deduction, an agreed deduction, an evidence reference and a status. The tool sums proposed deductions separately from agreed deductions. It does not add both totals together or assume that a proposal has become accepted because it has been entered.

The status is your record of whether an item is recorded, agreed or disputed. It does not automatically change the entered amounts. If agreement changes, update both the amount and the status so they describe the same position. The displayed figures are a summary of your records, not an independently verified settlement.

The evidence field stores a filename or date reference, not the file itself. No photographs are uploaded through this form. Keep original dated images, the original inventory and relevant messages securely in your own storage, with an understandable naming system. A CSV export of this page is not a substitute for the evidence files it references.

Worked example: separate proposals from agreement

Suppose one row records a proposed £120 deduction for a wall, with £0 currently agreed and a disputed status. A second row records a proposed £80 cleaning deduction, of which £50 is agreed. The totals show £200 proposed and £50 agreed. They do not show £250 owed, and they do not conclude that the wall claim should be accepted or rejected.

You also record three keys or access devices and the handover date. In the wall row, the evidence reference points to your check-in and check-out photographs. In the cleaning row, your notes identify the relevant correspondence. These hypothetical amounts are examples of record keeping, not typical cleaning charges or an assessment of reasonable deductions.

Prepare evidence before returning access

Read the original inventory before the handover so you know which existing marks or missing items were already recorded. Walk through the property systematically and keep photographs that give both context and detail. Avoid including people, private documents or other unnecessary sensitive information in an evidence image.

Record closing utilities separately in the meter reading tool. If keys go to an agent or another person, keep the actual handover confirmation with your documents. A number entered here does not prove that the recipient accepted the keys or that the tenancy ended on that date.

Use the appropriate official starting point for deposit questions: England’s deposit protection guidance, Welsh deposit guidance, Scotland’s deposit information, or Northern Ireland’s tenant guidance. The rules and applicable routes depend on location and occupancy type. Check the scheme or advice service relevant to your actual arrangement.

Keep an expected refund out of confirmed cash

The handover record does not calculate the final deposit refund or release money. Even an agreed deduction may still need to be processed through the relevant arrangements. Use the rental move-in calculator to show a refund as received only when it is available, and retain a separate plan if your next deposit is due first.

There is no universal deduction or cleaning-price allowance to apply to every tenancy. Keep proposals, evidence and agreements visible, and use the proper resolution route where an issue remains disputed.

How to use this tool

Create a dated record. Select the nation and handover date, enter the key count and add room or item rows. Use the original inventory to make condition descriptions specific.

Reference original evidence. Write filenames or dates that connect your notes to separately stored photographs and correspondence. This tool does not upload or preserve the original evidence for you.

Keep settlement stages separate. Enter proposed and agreed amounts independently and update the status accurately. Export the record and follow the relevant deposit or advice process for unresolved issues.

Frequently asked questions

Does an entered deduction become approved?

No. The tool records your amounts and status. It does not assess legality, authorise payment, bind the parties or predict what a deposit scheme or court would decide.

Where are my photographs stored?

This form stores text references only and does not upload photographs. Keep the original files in your own secure storage and use clear references so they can be matched to each row.

Can I treat the expected refund as moving cash?

Only money actually available can pay an immediate bill. The record does not release the deposit; keep expected and received refunds separate in your next move’s cash budget.