[Landlord/Agent name and address]

[Date]

Dear [Tenant's name(s)],

Re: [Property address] — Deposit Return / Deductions

I am writing following the end of your tenancy on [date] and the check-out inspection carried out on [date]. Your deposit of £[total deposit amount] was held with [deposit scheme name], reference [reference number].

Option A — Full Return (no deductions)

I am pleased to confirm that no deductions are being made from your deposit. The full amount of £[amount] will be returned to you within [X] days. Please confirm your bank details: sort code [XX-XX-XX], account number [XXXXXXXX].

Option B — Deductions Being Made

Following the check-out inspection and comparison with the original inventory, I am proposing the following deductions from your deposit:

Proposed Deductions

• Cleaning: £[amount]
  Reason: [e.g., Professional clean required — oven, bathroom, carpets not cleaned to move-in standard. See photos ref: C1–C4]
• Damage — [item]: £[amount]
  Reason: [e.g., Hole in bedroom wall not present at check-in. See photos ref: D1–D2 and contractor quote ref: Q1]
• Outstanding rent: £[amount]
  Reason: [e.g., Rent for [month] remains unpaid]
• [Other deduction]: £[amount]
  Reason: [description and evidence reference]

Summary

• Total deposit held: £[amount]
• Total proposed deductions: £[amount]
• Amount to be returned to you: £[amount]

Evidence

Supporting evidence (check-in photos, check-out photos, contractor quotes, and invoices) is attached to this letter / available on request.

Your Right to Dispute

If you disagree with any of the proposed deductions, you have the right to raise a dispute with [deposit scheme name]'s free Alternative Dispute Resolution (ADR) service. Details of how to do this are available on the scheme's website.

Please respond within 14 days to confirm whether you accept the proposed deductions or wish to raise a dispute. If I do not hear from you, I will proceed on the basis that the deductions are accepted.

Yours sincerely,

[Landlord/Agent name]
[Contact details]