What happens in a deposit scheme adjudication

Disputes start when landlord and tenant cannot agree on how much deposit to return. Either side can usually trigger the process through the scheme portal once the statutory time limits have passed or deductions are disputed. The scheme notifies both parties by email — treat that email as urgent.

1. Landlord/agent proposes deductions or withholds deposit
2. Tenant disagrees and requests scheme intervention (or responds to landlord's dispute)
3. Scheme confirms dispute is open and sets evidence deadlines
4. Both sides upload submissions through the portal
5. Adjudicator reviews and issues a binding decision
6. Scheme pays out according to the award

Adjudicators are independent reviewers — not scheme employees arguing for the landlord. They weigh documentary evidence: inventories, photos, invoices, messages, tenancy terms, and your written responses. They do not visit the property. They cannot fill gaps you leave unexplained.

• Is each deduction itemised and evidenced by the landlord?
• Does tenant evidence contradict the claim with dated proof?
• Was check-in condition recorded — and does check-out comparison support the charge?
• Is the cost reasonable and proportionate (not betterment)?
• Did either side miss deadlines or fail to respond?

1. 1
   Cover letter or summary

   One page: tenancy dates, deposit amount, what is disputed, total you believe should be returned.

2. 2
   Deduction-by-deduction responses

   Each charge: their claim → your evidence → amount you accept or reject.

3. 3
   Evidence index

   Numbered list: what each file is, date, which deduction it supports.

4. 4
   Timeline

   Move-in, key dates for repairs reported, move-out, check-out report, deduction emails.

5. 5
   Attachments only once

   Label files clearly. Do not upload the same photo ten times with no description.

DPS, TDS and MyDeposits follow the same broad principles but portals and wording differ. All use alternative dispute resolution — the adjudicator's decision is normally binding on both parties for that deposit. Read your scheme's tenant guide for exact deadline rules.

• DPS — custodial and insured routes; tenant lookup on DPS website
• TDS — insurance and custodial; dispute hub in tenant portal
• MyDeposits — similar ADR process; check whether custodial or insured
• All three — focus on evidence quality more than which logo is on the email

You receive written reasons — sometimes brief, sometimes detailed. The scheme distributes the deposit according to the award. There is no tenant appeal within the scheme on factual disagreements. Court action is a separate route with cost and time limits — most disputes end at adjudication.

• Save the decision letter and payment confirmation
• If award is partial, note which charges succeeded for future reference
• Do not post confidential portal documents publicly — tenancy details are private
• If you believe procedure was flawed (not just that you lost), check scheme complaints process

• Missing the portal deadline entirely
• One emotional essay instead of structured deduction responses
• Uploading photos with no labels or dates
• Raising new charges in submission that were never in the landlord's breakdown
• Assuming you can "send more evidence next week"
• Ignoring check-in records that actually support the landlord on one item — address it honestly