When a tenancy ends, landlords can deduct from the deposit for damage beyond fair wear and tear. The amount they can deduct depends on the item’s age and how much useful life it had remaining. This calculator uses a depreciation method to estimate a fair deduction. Both landlords and renters can use it to check whether a proposed deduction is proportionate.
How to use this tool
n- Select whether you are the tenant or landlord.
- Select the item type and enter the item’s age at the start of the tenancy and the tenancy length in months.
- Enter the repair or replacement cost. The calculator will estimate the fair deduction after accounting for wear and tear.
Understanding your results
The fair deduction figure is based on the proportion of useful life the item had remaining at the end of the tenancy. An item that was near the end of its expected life attracts a lower deduction than a new one. The landlord cannot recover the full cost of replacing something that would have needed replacing soon regardless. Tenancy deposit scheme adjudicators use this same principle, alongside photographic evidence and the check-in and check-out inventory.
Tenancy deposits and deposit protection
Tenancy deposits in England must be held in one of three government-approved deposit protection schemes: the Deposit Protection Service (DPS), MyDeposits, or the Tenancy Deposit Scheme (TDS). Where a landlord and tenant cannot agree on deductions, the deposit scheme offers a free adjudication service. Adjudicators apply a depreciation approach to assess fair deduction amounts for damaged items.
The burden of proof is on the landlord to demonstrate that damage occurred and that it is beyond fair wear and tear. Under the Tenant Fees Act 2019, landlords in England cannot charge fees for repairs or maintenance that are their legal responsibility.
Legal context
nUnder the Tenant Fees Act 2019, deposits in England are capped at 5 weeks’ rent for annual rent under £50,000. Landlords can only deduct from the deposit for damage beyond fair wear and tear, unpaid rent, or other breaches of the tenancy agreement. The Tenancy Deposit Scheme adjudicators use a depreciation model to determine what proportion of repair costs are attributable to the tenant — this tool applies the same methodology.
nFrequently asked questions
What can a landlord legally deduct from a tenancy deposit?
A landlord can deduct from a tenancy deposit for unpaid rent, damage beyond fair wear and tear, cleaning required to restore the property to its check-in condition, and replacing items that were present at the start of the tenancy and are now missing. Deductions must reflect the actual cost of putting right the specific damage or deficiency. Landlords cannot use the deposit as a general fund for renovations or improvements that would have been needed regardless of the tenancy.
What is the betterment principle?
The betterment principle holds that a landlord cannot be financially better off after a deduction than they were at the start of the tenancy. If a landlord replaces an item that was already old or worn, charging the full replacement cost would leave them with a newer item than they started with. To prevent this, deposit scheme adjudicators reduce deduction amounts to reflect the item’s remaining useful life at the end of the tenancy. This is the depreciation approach this calculator applies.
What is fair wear and tear?
Fair wear and tear is the gradual deterioration of a property and its contents through normal, reasonable use. Scuffs on painted walls, minor marks on flooring from furniture, and slight fading of curtains are examples of fair wear and tear. Landlords cannot charge tenants for this. Damage beyond fair wear and tear includes burns, large holes, staining, breakages, or deterioration caused by misuse or negligence. The distinction is not always clear-cut: adjudicators look at the nature of the damage, the tenancy length, and the age and condition of the item at the start of the tenancy.
How long does a landlord have to protect a deposit?
In England, a landlord must protect a tenancy deposit in a government-approved scheme within 30 days of receiving it. The three approved schemes are the Deposit Protection Service (DPS), MyDeposits, and the Tenancy Deposit Scheme (TDS). The landlord must also serve prescribed information about the scheme on the tenant within the same 30-day window. Failure to protect the deposit or serve prescribed information in time can result in the tenant claiming a penalty of up to three times the deposit amount through the courts.
What is prescribed information and why does it matter?
Prescribed information is a set of documents the landlord must give to the tenant within 30 days of receiving the deposit. It includes details of the deposit protection scheme used, how to apply to the scheme for dispute resolution, the circumstances in which deductions can be made, and the procedure for returning the deposit. Serving prescribed information correctly is a legal requirement under the Housing Act 2004. If a landlord has not served it properly, they may be unable to serve a valid Section 21 notice to end the tenancy.
How does depreciation affect a deduction calculation?
Depreciation reduces the deduction amount to reflect how much useful life an item had remaining at the end of the tenancy. For example, if a carpet has an expected life of 10 years, was 7 years old at the start of the tenancy, and the tenancy lasted 2 years, it had 1 year of useful life remaining when it was damaged. The maximum deduction would be one tenth of the replacement cost, not the full cost. This calculator applies this method to give a proportionate deduction figure.
What evidence does a landlord need to support a deduction?
The burden of proof is on the landlord. To support a deduction, a landlord should have a check-in inventory with photographs signed by the tenant at the start of the tenancy, a check-out inventory with photographs taken at the end, and at least one quote or invoice for the cost of repair or replacement. Without a signed check-in inventory, it is very difficult to prove that damage was caused during the tenancy rather than pre-existing it. Deposit scheme adjudicators consistently reject claims where this evidence is absent or unsigned.
How does a tenant dispute a proposed deduction?
If a landlord and tenant cannot agree on deductions, either party can refer the dispute to the free adjudication service offered by the deposit protection scheme holding the funds. The adjudicator reviews the evidence from both sides and makes a binding decision on how the deposit should be split. Tenants should submit their own evidence, including photographs, any communications with the landlord about the condition of the property, and any inventory records they have. The process is free and does not require a solicitor.
Can a landlord deduct for pre-existing damage?
No. A landlord can only deduct for damage that occurred during the tenancy, not for pre-existing damage that was present at check-in. This is why the check-in inventory matters: if a fault is noted at the start, the landlord cannot claim for it at the end. If no inventory was taken, a tenant can challenge any deduction by arguing that the damage pre-dated the tenancy and the landlord has no evidence to prove otherwise.
Does the Tenant Fees Act 2019 affect deposit deductions?
The Tenant Fees Act 2019 caps tenancy deposits at five weeks’ rent for annual rents below £50,000, and six weeks’ rent for annual rents of £50,000 or above. It does not change what landlords can deduct from a deposit, but it limits how much can be held in the first place. The Act also prohibits landlords from charging tenants for repairs or maintenance that are the landlord’s legal responsibility. Deductions that amount to charging a tenant for something the landlord was obliged to do anyway are not permitted under the Act.