What to Do When a Tenant Damages Your Rental Property: A Practical Guide for UK Landlords

When you’re a landlord, discovering that a tenant has damaged your property is frustrating, and in some cases, it can be expensive. Whether it’s cosmetic scuffs and stains or more serious damage like broken fixtures or structural issues, it’s important to know what steps to take.

Acting swiftly, fairly, and within the law is key to resolving the issue without making things worse. In this article, Your Home Managed, your local property management company in Balham, outlines what landlords should do when faced with damage caused by tenants and how to reduce the risk of it happening again.

Step 1: Assess the Damage Calmly and Thoroughly

It’s natural to feel annoyed or upset, especially if you’ve invested time and money into making your rental property attractive. But before reacting, assess the situation calmly. Take a methodical approach to identifying the damage.

Start by revisiting your original inventory report and comparing it with the current condition of the property. Ideally, your check-in inventory should include date-stamped photographs and a full written record, signed by the tenant at the start of the tenancy.

The difference between fair wear and tear and actual damage is key. Fair wear and tear might include minor carpet fraying or paint scuffs. However, damage might look more like:

• Large holes or dents in walls
• Broken kitchen or bathroom fittings
• Damaged or missing furniture (in furnished lets)
• Water damage caused by negligence (like not reporting a leak)
• Evidence of smoking inside a non-smoking property

If you're unsure whether something constitutes wear and tear or damage, we can advise you. Your Home Managed support hundreds of landlords in Balham and we can help you manage your property too.

Step 2: Communicate with the Tenant

Once you’ve documented the damage, the next step is to speak with your tenant. This can often resolve things more smoothly than you’d expect, especially if you already have a good landlord-tenant relationship.

Choose a calm and professional tone when raising the issue. You might find that:

• The tenant was unaware of the damage and is happy to cover the cost
• The tenant has already taken steps to fix the issue
• There is a disagreement over the cause or extent of the damage

Explain your concerns clearly, refer to the inventory, and give the tenant a chance to respond. Keeping the discussion factual rather than emotional can help avoid conflict.

It’s also good practice to follow up any verbal conversations in writing, summarising the issue and any agreements made. This gives you a paper trail, should you need to escalate the situation later.

Step 3: Check the Tenancy Agreement

Your tenancy agreement (AST) is your legal framework for resolving issues like damage. It should include clauses that set out tenant responsibilities regarding the condition of the property, repair obligations, and consequences for causing damage.

Check the agreement for:

• Clauses about the tenant’s duty to keep the property in good order
• The process for reporting maintenance or damage
• Provisions for repair or compensation

If the agreement is unclear or doesn’t cover these scenarios, it may be time to review your documentation. As a letting agent in Balham, Your Home Managed can provide updated tenancy agreements that are both fair and legally compliant.

Step 4: Consider the Tenancy Deposit

If the damage has resulted in costs that the tenant refuses to cover directly, you can propose a deduction from their deposit. In the UK, all tenancy deposits must be protected in a government-approved scheme such as the DPS, MyDeposits, or TDS.

To make a successful claim, you’ll need:

• A signed inventory with condition reports and photos
• Evidence of the damage (new photos, quotes, receipts)
• A record of communication with the tenant
• A clear cost breakdown for repairs or replacements

If the tenant disputes the claim, the deposit scheme offers a free dispute resolution service. They’ll assess the evidence provided by both sides and come to a binding decision.

Tip: Always aim for transparency. If costs can be justified and evidence is clear, the scheme will usually rule in the landlord’s favour.

Step 5: Arrange Repairs Quickly

Regardless of whether you’re reimbursed through the deposit, the damage needs sorting - particularly if it affects safety or you have new tenants moving in. Lingering repairs can worsen over time and reduce your property’s appeal.

Make sure repairs are carried out by qualified professionals and retain all invoices and receipts in case further issues arise. If the damage involves electrics, plumbing, or structural integrity, this work should be prioritised.

For busy landlords or if you live some distance from your rental property, a property management company in Balham like Your Home Managed can handle repairs and oversee tradespeople on your behalf, saving you time and hassle.

Step 6: Review and Improve Your Process

Every situation like this is a learning opportunity. Once the issue is resolved, review what happened and consider:

• Was your tenant referencing process thorough enough?
• Was your inventory detailed and well-documented?
• Did you inspect the property regularly during the tenancy?
• Was your tenancy agreement up to date?

A small tweak to your processes can save you significant time and cost in future tenancies.

How to Prevent Property Damage in Future

Here are some proactive tips to reduce the risk of tenant-related damage in future:

• Do appropriate tenant referencing: Always check credit, employment, and landlord references.
• Use a professional inventory: A detailed check-in report with photographs helps resolve disputes quickly.
• Inspect the property regularly: Carry out inspections every three to six months, with the correct notice.
• Have a clear tenancy agreement: Outline what is and isn’t acceptable - especially regarding pets, smoking, and alterations.
• Stay in regular contact: Build a professional relationship so tenants feel comfortable reporting issues early.

At Your Home Managed, we offer full property management services that include all of the above and more. Our job is to help you protect your investment and reduce stress.

Need Help?

If you’re not sure where to start, Your Home Managed can help. As a trusted property management company in Balham, we manage everything from inventories and inspections to deposit disputes and repairs.

We also help landlords advertise and manage property for rent in Balham, giving you a hands-free, hassle-free experience from start to finish.

To speak with one of our experts about your rental property, just get in touch:
Call us on 0208 125 7780 or email info@yourhomemanaged.com.

In the meantime, we’ve answered some of your common questions about what to do when a tenant damages your rental property.

FAQs

Can I charge my tenant for damage to the property?

Yes, if the damage is beyond fair wear and tear, and you have the necessary evidence. You can request the tenant covers the cost or claim it from their deposit.

What if the tenant disagrees with the damage claim?

Disputes can be handled by the tenancy deposit scheme’s adjudication service. They will assess the evidence and make a fair decision.

What happens if the deposit doesn’t cover the full cost?

You can ask the tenant to pay the difference. If they refuse, you may need to consider legal action, though many cases are resolved with proper communication.

Should I fix the damage before marketing the property again?

Yes. A well-maintained property is easier to let and attracts more responsible tenants. It’s also a legal requirement to ensure the property is safe and habitable.

Can a letting agent handle damage issues for me?

Yes. A letting agent in Balham like Your Home Managed can manage tenant issues, arrange repairs, handle disputes, and provide peace of mind.