Fair wear and tear: keep observations separate from decisions

Fair wear and tear is a familiar phrase in deposit discussions, but it is not a label that can be applied reliably from a photograph alone. The starting condition, length of occupation, age and quality of an item, number of occupants and normal use can all matter. A report is most valuable when it records the visible facts clearly enough for those questions to be considered later.

This article focuses on evidence for landlords in England. It does not predict the decision of a deposit scheme, court or tenant, and it does not set a price for any proposed deduction.

Begin with the baseline

Find the issued Check-In description and photographs for the same item. If they already show a mark, record it as an existing feature rather than a new change. If no baseline photo exists, a written description may still help; say what the evidence does and does not show.

At Check-Out, describe the current state in measured terms. “Paint worn around the handle over an area roughly 4 cm wide” is easier to assess than “badly damaged door”. If something is missing, identify what was originally supplied and what is now absent. Keep photographs linked to the room and item reference.

Consider ordinary use and other explanations

An item may become less pristine through normal use over time. That differs from a sudden break, burn or deep gouge, but there is no universal rule based on a single photograph. Maintenance, moisture, a pre-existing defect or a repair during the tenancy may also explain a change. Record what you know, and avoid claiming certainty where the cause is unclear.

Cleanliness is a separate issue. Describe what is visible, such as residue in an oven or dust on a skirting board, and compare it with the documented starting condition. A word like “dirty” without location or context is unlikely to help a later reviewer.

The Tenancy Deposit Scheme guide to inventories and check-outs discusses the role of clear comparison reports and careful conclusions. The government's deposit information explains the broader process for getting a deposit back and resolving a disagreement.

Preserve disagreement as part of the record

A tenant may point out that a mark existed earlier, that a repair was reported, or that an item was replaced. Keep that response with its date. If it changes your observation, issue a traceable correction rather than replacing the earlier report without a record. A condition report is evidence created by its author; it is not a declaration that the tenant has accepted every entry.

For a practical inspection sequence, read our Check-Out guide. InventoryKit keeps the issued Check-In and later Check-Out distinct so you can record the comparison and preserve what was actually observed.