Guide for tenants

End of Tenancy Information

Giving Notice:
How to End Your Tenancy

We’re sorry to see you go! Whether you are moving on to a new city or buying your first home, ending your tenancy correctly is vital to ensure a smooth transition and the timely return of your security deposit.

 

1. Check Your Agreement

Before you take any action, refer to your Tenancy Agreement. It will outline two key pieces of information:

  • The Notice Period: This is the amount of time you must give us before you move out (commonly one or two months).

  • The Break Clause: If you are still within a fixed-term contract, check if you have a “break clause” that allows you to leave early.

2. How to Serve Notice

To be legally valid, your notice must be “served” correctly. Even if you have mentioned your plans to us over the phone, you must provide notice in writing.

 

  • Written Notice: Send an email or a formal letter to our office.

  • The Content: Your notice should clearly state:

    1. Today’s date.

    2. The address of the property.

    3. The date you intend to vacate (your “End Date”).

  • Confirm Receipt: Always ask for a confirmation that we have received your notice to avoid any disputes later regarding timelines.

3. Timing Your Notice

Your notice period usually needs to end on the last day of a rental period.

Example: If your rent is due on the 1st of every month and you have a one-month notice period, you should serve notice on or before the 1st to move out on the last day of that month.

4. Can I Leave Early?

If you need to leave before your fixed term ends and do not have a break clause, you are technically liable for the rent until the end of the contract. However, we may be able to offer a “Mutual Surrender”:

  • We will attempt to find a replacement tenant.

  • If a new tenant is found, you will be released from your contract early.

  • Please note: You may be responsible for the landlord’s re-letting costs and rent until the new tenant moves in.

5. What Happens Next?

Once your notice is accepted, we will contact you to arrange:

  • Property Viewings: We will need to show the property to prospective new tenants. We will always provide at least 24 hours’ notice before visiting.

  • Check-out Inspection: We will schedule a time to inspect the property and collect the keys on your final day.

  • Utility Final Readings: You will need to take final meter readings and notify your utility providers (gas, water, electric, and council tax).

Preparing For Your Check-Out Inspection

The check-out inspection is the final step in your tenancy. It’s the process where we compare the current condition of the property against the original Inventory and Statement of Condition from when you moved in.

To help you get your full security deposit back as quickly as possible, we have put together this essential checklist to help you prepare.

 

1. Cleaning: The “Golden Rule”

The most common reason for deposit deductions is cleaning. The property should be returned to the same level of cleanliness as documented in your move-in inventory.

  • Appliances: Deep clean the oven, hob, extractor fan, and microwave. Don’t forget to defrost the freezer!

  • Windows: Clean windows internally (and externally where accessible).

  • Carpets & Floors: Vacuum all carpets and mop hard floors. If the carpets were professionally cleaned before you moved in, you may be required to do the same (check your agreement).

  • Limescale: Ensure taps, showerheads, and tiles are free from limescale build up.

2. Walls and Decoration

  • Fixings: Remove any picture hooks or blue-tack marks. If you have made holes, they should be professionally filled and touched up to match the paint.

  • Scuffs: Use a damp cloth or “magic eraser” to remove scuff marks from skirting boards and walls.

  • Fair Wear and Tear: We understand that after a long tenancy, minor scuffs happen. However, large stains, tears in wallpaper, or significant damage are not considered fair wear and tear.

3. Maintenance and Repairs

  • Lightbulbs: Ensure all lightbulbs (including extractor hood and fridge bulbs) are working.

  • Gardens: If your property has a garden or yard, ensure it is tidy, mowed, and free of weeds as per the Garden Maintenance Guide.

  • Damage: If something has broken during your tenancy, it is always better to tell us before the inspection than for us to find it during the walk-through.

4. Belongings and Rubbish

  • Remove Everything: Ensure all your personal belongings are removed. Any items left behind (including furniture or cleaning supplies) may result in a removal fee.

  • Rubbish: Do not leave bags of rubbish at the property or on the street. All waste must be placed in the correct bins for the next scheduled collection. If the bins are full, you must take excess waste to the local recycling center.

5. The Final Logistics

  • Utility Readings: Take photos of your final meter readings (Gas, Electricity, Water) on your last day. You will need these to close your accounts.

  • Mail Redirection: Set up a mail redirection with the Post Office, as we cannot guarantee the collection of post after you have handed back the keys.

  • Keys: Ensure all sets of keys (including window keys, gate fobs, and shed keys) are accounted for and ready to be handed over.

Pro Tip: Use your original Inventory report as a “to-do list.” Walk through each room and look at it through the eyes of a new tenant. If you’d be happy moving in, we’ll likely be happy with the check-out!

Understanding Your Deposit Return

Once the keys are handed back and the check-out inspection is complete, the process of returning your security deposit begins. In the UK, this process is strictly regulated to ensure fairness for both parties.

1. Where is your deposit?

By law, your deposit must have been protected in a Government-approved Tenancy Deposit Protection (TDP) scheme within 30 days of you paying it. You should have received “Prescribed Information” at the start of your tenancy confirming which of the three schemes is holding your money:

  • DPS (Deposit Protection Service)

  • MyDeposits

  • TDS (Tenancy Deposit Scheme)

2. The Timeline: What to Expect

The return process follows a standard legal window:

  • Requesting the Return: You should formally request the return of your deposit in writing (email is fine) as soon as the tenancy ends.

  • The 10-Day Rule: Once the final amount (including any agreed deductions) has been decided, we must pay the deposit back to you within 10 days.

  • Reviewing Deductions: If we propose any deductions for cleaning or repairs, we will provide you with a written breakdown and supporting evidence (such as photos or contractor quotes) usually within a few days of the check-out.

3. How Deductions Are Calculated

It is important to remember that the deposit is your money; we can only make deductions if there is a clear breach of the tenancy agreement.

  • Fair Wear and Tear: We cannot charge you for “normal” deterioration. For example, slight scuffing on a hallway wall after a two-year tenancy is wear and tear. A large wine stain on a carpet is damage.

  • Betterment: A landlord cannot end up “better off” than they were at the start. If you damage an old appliance, we can only charge you for its remaining value, not the cost of a brand-new, top-of-the-range replacement.

4. What if we Disagree?

If we cannot agree on the amount to be deducted, don’t worry—the TDP schemes provide a Free Dispute Resolution Service (ADR).

  • Impartial Decision: An independent adjudicator will look at the evidence from both sides (the move-in inventory, the check-out report, and photos).

  • Final Ruling: The adjudicator will decide how the money is split. Their decision is final and legally binding.

  • The “Uncontested” Amount: If we agree on part of the deposit but disagree on another (e.g., we agree you get £800 back but disagree over a £50 cleaning fee), the £800 will be released to you immediately while the £50 is held by the scheme until the dispute is settled.

5. Final Checklist for a Fast Return

  • Provide Bank Details: Ensure we have your correct bank details and a forwarding address.

  • Check Your Email: Keep an eye on your inbox for notifications from the deposit scheme; you will often need to “log in” to the scheme’s portal to confirm you agree to the release of funds.

  • Lead Tenant: If you are in a joint tenancy, the scheme usually deals with one “Lead Tenant” who is responsible for distributing the money to the rest of the group.

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