Tenancy Deposit Record

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

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

What is on the sheet

The layout is fixed at a size that fits both A4 and US Letter, so the A4 and Letter files are visually identical and print at full size on either. Rows are set at a height that an adult can actually write a date and a few words into with a pen — most printable tables are built in a word processor and never tested with one.

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.