Rental property · RP-09

Tenancy Deposit Record

A free printable deposit record — what was taken, where it is held, and every deduction at the end with the evidence behind it.

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One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.

Print it and write on it

A4 44 kB US Letter 44 kB

Fill it in type and save

A4 75 kB US Letter 75 kB

The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.

What this sheet is for

Make each deduction defensible by writing down the reason, the amount and where the photograph or invoice is at the time you make it.

Who it is for

Landlords and agents holding a deposit, and tenants who want the same record.

How to use it

Record the amount, the date and where the deposit is held, at the start.
At the end, list each deduction on its own line with what evidences it.
Mark whether the tenant agreed to each one — disputes are usually about a subset, not the whole.
Total the deductions and record what was actually returned, and when.
Both sides sign. Give the tenant a copy.

What is on the sheet

One page, top to bottom:

Printed under the title: What deposit was taken, where it is held, and exactly what was deducted at the end and why.

Evidence each deduction as you make it. Most deposit disputes come down to whether the deduction was evidenced. Record the reason, the amount and where the supporting photograph or invoice is, at the time — not months later from memory. This is a record sheet, not a legal document and not legal advice. What a tenancy requires — notice periods, deposit protection, the certificates that must be held and how long records must be kept — depends entirely on where the property is. Establish those locally and keep this alongside them.

Write-on lines: Property · Tenant · Tenancy from · to

Taken

Write-on lines: Deposit amount · Date received · Held with · Reference · Tenant given the details on · Where the paperwork is kept

Returned

Table, 4 rows: Deduction claimed for · Amount · Evidence held · Tenant agreed · Date

Write-on lines: Total deducted · Returned to tenant · Date returned · Paid to

Signature strip: Landlord or agent · Tenant · Date

Questions

Is this a legal document?

No, and it is not legal advice. It is a record sheet. What a tenancy legally requires — notice periods, how a deposit must be held, which certificates must be in place and how long records must be kept — depends entirely on where the property is, and it changes. Nothing of that kind is printed here. Establish what applies to you locally and keep this alongside it.

How much can be deducted?

That is not a question this sheet answers. Deposit rules, caps and dispute procedures differ by country and often by region. The sheet records what you decided and why; whether you were entitled to is governed by the rules where the property is.