Organise deposit, move-in and move-out evidence
Keep deposit payments, move-in inventory, repair correspondence and departure records on one timeline. Organising evidence does not determine a refund or deduction outcome.
Organise documents along the tenancy timeline
Retain the tenancy and payment records, checking amount, date and purpose. Separate the deposit, advance rent and other payments so a later total does not obscure what each payment covered.
Use consistent room and item names in arrival and departure records, linking repairs by issue identifier. Retain the actual settlement items and reasons offered, then follow up under the tenancy and relevant circumstances.
Contents of a deposit evidence file
Keep originals separate from summaries, with references connecting a summary to its evidence.
| Item | Record | Follow-up |
|---|---|---|
| Payments | Purpose, amount and receipt | Match the tenancy |
| Arrival | Inventory and condition photos | Keep the agreed version |
| During the tenancy | Repair and change correspondence | Link issue identifiers |
| Departure | Keys, readings and settlement | Record unresolved points |
Example: a mark recorded at arrival
Arrival photographs and inventory already show a mark on a door. Put the corresponding departure record alongside them to explain the recorded facts, while leaving settlement to the actual terms and confirmations.
Documents to retrieve before settlement
- Payment purposes are clear
- Arrival and departure use consistent location names
- Settlement items and responses are retained