UK Landlord Guide
How to Win a
DPS Deposit Dispute
The step-by-step guide to building a winning case. Learn what adjudicators actually look for, avoid the mistakes that lose cases, and protect your investment.
50%+
disputes decided on evidence quality
28 days
typical adjudication time
3 months
deadline to raise a dispute
6 Steps to Winning Your Dispute
Whether your deposit is protected with the DPS, TDS, or mydeposits, the adjudication process works the same way. Here's how to build your case.
Start With the Check-In Inventory
Your case begins on day one of the tenancy. A detailed check-in inventory with dated photographs is the baseline against which all end-of-tenancy damage is measured. Without it, adjudicators have no reference point — and your claim is dramatically weakened.
Tip
If you don't have a check-in inventory, you can still make a claim, but you'll need to rely on invoices, receipts, or other evidence of the property's original condition.
Document Everything at Check-Out
Conduct a thorough end of tenancy inspection. Photograph every room, every piece of damage, and every meter reading. Use a structured, room-by-room format — adjudicators prefer organised evidence over random photos.
Tip
SnagMail generates timestamped, room-by-room PDF reports from your phone — exactly the format adjudicators prefer.
Compare Check-In vs Check-Out
Lay out the evidence side by side. For each deduction you're claiming, show the check-in condition alongside the check-out condition. The clearer the comparison, the stronger your case.
Tip
Use matching angles for before/after photos. Adjudicators respond to visual evidence they can quickly compare.
Account for Fair Wear & Tear
Fair wear and tear is the most common reason landlords lose disputes. You cannot claim for natural deterioration — carpets wearing in high-traffic areas, paint fading, or minor scuffs. The longer the tenancy, the more wear is considered 'fair'.
Tip
The DPS provides detailed guidance on fair wear and tear. A 5-year tenancy with slightly worn carpet is normal. A 6-month tenancy with cigarette burns is not.
Get Quotes for Repairs
Back up every claim with a written quote or invoice from a tradesperson. Adjudicators need to see reasonable costs — not inflated estimates. Get at least one quote per item you're claiming for.
Tip
Always get quotes before the dispute starts. Retrospective estimates are less convincing than quotes obtained at the time of the damage discovery.
Submit Your Evidence Clearly
When submitting to the DPS, TDS, or mydeposits, organise your evidence: cover letter summarising claims, check-in inventory, check-out report (with photos), quotes/invoices, and any correspondence with the tenant.
Tip
Label everything clearly. 'Kitchen — damage to worktop — check-in photo — check-out photo — repair quote' is far more persuasive than a zip file of 200 unlabelled JPEGs.
6 Mistakes That Lose Deposit Disputes
Adjudicators see the same errors repeatedly. Avoid these and you're already ahead of most landlords.
No check-in inventory
Without a baseline, adjudicators can't determine what damage occurred during the tenancy. Most claims fail without one.
Undated or unstructured photos
Random photos without dates or context are easily dismissed. Adjudicators need to know when and where each photo was taken.
Claiming for fair wear and tear
Overclaiming is the fastest way to lose credibility. Adjudicators will reject the entire deduction, not just the unreasonable part.
No repair quotes
Without a written quote, adjudicators have no basis to award a specific amount — even if the damage is clearly documented.
Delayed action
You must raise the dispute within the scheme's time limit (typically 3 months). Late claims are automatically rejected.
Poor communication with tenant
Always try to resolve deposit deductions directly with the tenant first. Show adjudicators you acted reasonably and gave the tenant a fair chance to respond.
UK Deposit Protection Schemes
All three government-backed schemes follow a similar adjudication process. Here's how they compare.
DPS (Deposit Protection Service)
Custodial (free) or Insured
Online evidence submission. Both parties upload evidence. Single adjudicator decision, typically within 28 days.
TDS (Tenancy Deposit Scheme)
Custodial (free) or Insured
Evidence-based adjudication. Landlord submits claim first, tenant responds. Decision typically within 28 days.
mydeposits
Custodial or Insured
Online dispute resolution. Both parties submit evidence packs. Independent adjudicator reviews and decides.
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- ✓ Date-stamped photos with annotations
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