Agent and landlord evidence checklist
Any claim you are considering will need to be supported by evidence.
This guide aims to steer you in the right direction on what evidence is generally the most relevant and important.
Reaching a successful and fair resolution at the end of the tenancy relies on solid evidence. This guide is designed to help you provide comprehensive and detailed evidence to back up your proposed costs.
What evidence should be provided?
Claim breakdown
For all claims, ensure you provide a clear breakdown of proposed deductions and individual costs. For our insured members, this translates to a Dispute Rebuttal form. As for our custodial members, this process can be conveniently managed through your online account. A detailed breakdown could include:- • full clean: £180.00
- • carpet cleaning: £90.00
- • replacement toilet seat: £20.00
- • garden maintenance: £118.00
Tenancy agreement(s), deed of assignments, addendums
The original contract is a must for all cases as well as all/any renewal documents and any other agreements. Without these documents, the resolution team will lack the insight into the agreed contractual responsibilities, potentially impacting the decision.Cleaning, damages and deterioration or redecoration
When claiming costs for any of the above, a thorough comparison of the property's condition and standard of cleaning at the start and end of the tenancy is essential. Relevant key evidence for these claims includes:- • check-in reports
- • check-out reports
- • dated photographs
- • mid-term inspection reports
- • invoices showing work carried out before tenancy started
- • invoices or estimates showing market rates for work needed at the end of the tenancy
- • relevant correspondence
Rent and fees
When claiming rent, provide a rent/fee statement, bank statements, and relevant communications to show the amount chased for, and owed. For early termination fees, detailed communication and invoices for actual costs are a must, These include:- • tenancy agreement
- • rent statement/bank statements
- • relevant correspondence
Other claims
For claims like leaks, mould or condensation damage, provide supporting evidence that confirms tenant responsibility. Independent/specialist contractors' reports may strengthen your case. Evidence could include:- • periodic inspections
- • surveyors' report
- • contractor's report
- • invoices, quotes, estimates, receipts for end of tenancy work
Remember, this is a guide and you should provide any other evidence you believe is relevant to the claims. Being informed helps to manage expectations and prepare for a smooth resolution process.
For more information, visit www.mydeposits.co.uk.