When renting in Wales, understanding the process for moving out, deposit returns, and final inspections is essential. One common question from tenants is whether landlords must provide a checkout report when a tenancy ends. This guide explains the requirements, details the relevant legislation, and outlines practical steps you can take to protect your rights.
What Is a Checkout Report?
A checkout report (sometimes called a move-out or end-of-tenancy report) is a document detailing the property’s condition at the end of your tenancy. It is typically compared to the inventory or check-in report from the start of the tenancy to determine if any damage or deductions should be made from your deposit.
Is a Checkout Report Legally Required in Wales?
In Wales, there is no direct legal obligation for private landlords to provide a written checkout report to tenants at the end of a standard tenancy. However, guidance from Renting Homes (Wales) Act 2016 and deposit protection schemes strongly recommend using written inventories and checkout reports as best practice.
- Landlords must return your deposit fairly and provide evidence to justify deductions. A checkout report helps with this.
- If your deposit is protected with a government-approved scheme, the evidence provided by a checkout report can help resolve disputes.
- You have the right to request copies of inventory and condition reports associated with your tenancy.
Deposit Protection and Disputes
Tenancy deposits for standard contracts in Wales must be protected in a government-approved deposit scheme such as The Deposit Protection Service (DPS), The Dispute Service (TDS), or mydeposits. If there’s a disagreement about deductions from your deposit at the end of the tenancy, the dispute resolution service will look for evidence like inventories, checkout reports, and photographs.
What Should Happen When Your Tenancy Ends?
Here’s what you should expect as your tenancy concludes in Wales:
- Arrange a joint inspection with your landlord or agent at move-out, preferably with both parties present.
- Ask for a signed copy of the checkout report or any inspection notes.
- Take your own photos with date stamps as extra evidence of the property's condition.
Relevant Official Forms and Processes
- Deposit Return Request
Used when you want to get your deposit back from a scheme. For example, the DPS Deposit Repayment Request lets you claim your deposit online via their official portal. - Dispute Application (Deposit Protection Service)
Used if you disagree with your landlord’s deductions. You can initiate this process via your scheme provider's website. See Raising a Dispute with the DPS.
While there’s no mandated “checkout report” form, these processes rely on robust evidence like inspection reports and inventory documents.
What Law Covers Moving Out Procedures in Wales?
Residential tenancies in Wales are governed mainly by the Renting Homes (Wales) Act 20161. This legislation outlines deposit protection obligations, notice requirements, and landlord-tenant responsibilities.
Landlords must comply with all notice, deposit, and documentation standards set by Welsh law. The tribunal that resolves tenancy disputes in Wales is the Residential Property Tribunal Wales.
What If There’s a Dispute After Checkout?
If you challenge deductions taken from your deposit, the deposit protection scheme’s free dispute resolution process will consider:
- Inventory reports and photos from move-in and move-out (checkout)
- Correspondence between you and your landlord
- Receipts for cleaning or repairs
If necessary, you may take an unresolved dispute to the Residential Property Tribunal Wales for a decision.
Action Steps for Renters
- At move-in: Request a detailed inventory and check-in report; keep a signed copy.
- Before moving out: Clean the property, repair any tenant damage, and ask for a checkout report.
- After moving out: Gather all evidence (photos, emails, reports), and formally request your deposit back through the protection scheme.
- If there’s a dispute: Use the deposit scheme’s dispute resolution service and consider appealing to the Residential Property Tribunal Wales.
Following these steps gives you the best chance to secure your full deposit and avoid misunderstandings.
Frequently Asked Questions
- Is my landlord breaking the law if they do not provide a checkout report in Wales?
No, there is no specific law in Wales that requires landlords to provide a checkout report. However, it is considered good practice and can help both parties if there is a deposit dispute. - What evidence can I use if my landlord makes unfair deductions from my deposit?
You can use photos, emails, inventories, any existing checkout reports, and witness statements to support your case during a dispute with the deposit protection scheme or tribunal. - Which organisation handles deposit disputes and tenancy complaints in Wales?
Deposit disputes are first handled by your government-backed deposit scheme (DPS, TDS, or mydeposits). Unresolved tenancy disputes may go to the Residential Property Tribunal Wales. - How do I request my deposit back at the end of my tenancy in Wales?
Use your deposit scheme’s official online portal (such as the DPS Repayment Return) to initiate the return. Follow any instructions and submit your evidence promptly if there’s a dispute. - Can I insist on a checkout inspection with my landlord?
While not required by law, you can and should request a joint final inspection. Make sure to document the condition yourself if the landlord declines.
Need Help? Resources for Renters
- Welsh Government: Renting Homes – Official housing advice and guides for renters
- Shelter Cymru – Renting Homes Changes
- Residential Property Tribunal Wales – For formal disputes
- Deposit Protection Service (DPS) – Deposit resolution and return
- UK Government: Tenancy Deposit Protection
