✅
Free Compliance Tool
UK Deposit Protection Notice Compliance Checklist
Verify all prescribed information requirements before serving your Deposit Protection Notice on tenants.
This interactive checklist covers:
• Landlord and agent details
• Tenant and property information
• Deposit amount and payment details
• Protection scheme information
• Circumstances for deductions
• Dispute resolution procedures
• End of tenancy process
• Service and proof of receipt
All 50 compliance points are covered. The template handles all of them automatically.
This interactive checklist covers:
• Landlord and agent details
• Tenant and property information
• Deposit amount and payment details
• Protection scheme information
• Circumstances for deductions
• Dispute resolution procedures
• End of tenancy process
• Service and proof of receipt
All 50 compliance points are covered. The template handles all of them automatically.
Interactive checklist • Save progress • Download as PDF • Full version unlocks free with email
Or skip the checklist — have it all done for you with the template for £10 →
Or skip the checklist — have it all done for you with the template for £10 →
How to Use This Checklist
Click each checkbox to mark items as complete. Your progress is automatically saved to your browser. Use this checklist to verify every requirement before serving prescribed information on your tenants.
✅ Preparing Your Deposit Protection Notice
1. Before starting: Gather deposit amount, protection scheme details, landlord and tenant information
2. While completing: Verify every section against all 50 compliance points
3. Before serving: Check all prescribed information is included and serve within 30 days of receiving the deposit
⚠️ Critical Prescribed Information Requirements
📋 Legal Requirement: Under Housing Act 2004, landlords must serve prescribed information on tenants within 30 days of receiving the deposit. This is separate from protecting the deposit — both are required.
⚖️ Three Approved Schemes: Deposit Protection Service (DPS), Tenancy Deposit Scheme (TDS), and MyDeposits. Each has slightly different forms but all require the same core information.
🚫 Consequences: Failure to protect within 30 days bars Section 8 possession proceedings and exposes the landlord to a penalty of 1-3 times the deposit.
📝 All Tenants: Must serve on ALL named tenants. Get signed acknowledgment as proof of service.
🔵 Understanding Importance Levels
🔴 Critical: Required by law — bars valid Section 8 possession proceedings if missing
🟡 Important: Should have — protects your position and ensures enforceability
🔵 Recommended: Nice to have — best practice for comprehensive compliance
UK Deposit Protection Notice Compliance Checklist
50 Points | www.templatesuk.com
1. Landlord Details (5 items)
Landlord's Full Legal Name
The complete legal name(s) of the person(s) or company who owns the property. For joint landlords, include all names. For companies, use the registered company name exactly as it appears at Companies House. This identifies who is legally responsible for the deposit.
🔴 Critical
Landlord's Registered Address
The landlord's contact address for service of notices. This cannot be just the property address if the landlord doesn't live there. For companies, this is typically the registered office address. Tenants use this address to contact the landlord or serve legal notices.
🔴 Critical
Landlord's Contact Telephone Number
A working telephone number where the landlord can be contacted. This allows tenants to contact the landlord about deposit-related matters and is legally required information.
🔴 Critical
Landlord's Email Address
A monitored email address for the landlord. Provides an additional communication method and creates an audit trail for deposit-related correspondence. Required by most schemes' prescribed information forms.
🟡 Important
Company Registration Number (if applicable)
If the landlord is a limited company, include the company registration number. This allows tenants to verify the company exists and check its registered details at Companies House. Required for corporate landlords.
🟡 Important
2. Agent Details (4 items - if applicable)
Agent's Full Business Name
If you use a letting agent to manage the property or deposit, include their full registered business name. The agent may be the one holding and protecting the deposit on the landlord's behalf. Both landlord AND agent details may be required.
🔴 Critical
Agent's Registered Address
The agent's business address. This is typically their office address and is where tenants can contact the agent about deposit matters. Required if an agent is managing the deposit.
🔴 Critical
Agent's Contact Details
Include the agent's telephone number and email address. Essential for tenant communication about the deposit and any disputes. The agent is usually the first point of contact for deposit-related queries.
🔴 Critical
Client Money Protection Scheme
If using an agent, state which Client Money Protection (CMP) scheme the agent belongs to (required since 2019). Examples: ARLA Propertymark, RICS, NAEA Propertymark. Tenants can check the agent is properly regulated and their money is protected.
🟡 Important
3. Tenant Details (4 items)
All Tenants' Full Legal Names
List the complete legal names of ALL tenants named on the tenancy agreement. For joint tenancies, every tenant must be named. Missing even one tenant means the prescribed information is incomplete and non-compliant.
🔴 Critical
Tenants' Contact Details
Include contact telephone numbers and email addresses for all tenants. Allows the landlord/agent to contact tenants about deposit matters. Some schemes require this on the prescribed information form.
🟡 Important
Joint Tenancy Confirmation
If this is a joint tenancy (multiple tenants on one agreement), confirm that prescribed information is being served on ALL tenants. Each tenant should receive a copy and sign to acknowledge receipt. Failure to serve on all tenants = non-compliance.
🔴 Critical
Alternative Contact Address
An alternative address where the tenant can be contacted (e.g., parents' address, work address, forwarding address). Useful if the tenant leaves the property and needs to be contacted about the deposit return or disputes.
🔵 Recommended
4. Property and Tenancy Details (4 items)
Full Property Address
The complete address of the rented property including postcode. This must match the address on the tenancy agreement. Identifies which property the deposit relates to and which tenancy is covered by the prescribed information.
🔴 Critical
Tenancy Start Date
The date the tenancy agreement commenced. This should match the start date on the tenancy agreement. Important for calculating the 30-day deadline and determining which tenancy the deposit relates to.
🔴 Critical
Tenancy Type
Confirm this is an Assured Shorthold Tenancy (AST). Deposit protection only applies to ASTs in England. Other tenancy types (Assured, Regulated, Company lets) have different rules or may not require deposit protection.
🟡 Important
Fixed Term Duration
State the length of the initial fixed term (e.g., 6 months, 12 months). Helps identify which tenancy period the prescribed information covers. If the tenancy renews with a new fixed term, you should re-serve prescribed information.
🔵 Recommended
5. Deposit Amount and Payment Details (5 items)
Exact Deposit Amount
The precise amount of the deposit in pounds and pence (e.g., £1,250.00). This must match the amount actually paid by the tenant and the amount protected with the scheme. Any discrepancy = non-compliance.
🔴 Critical
Date Deposit Received
The exact date you received the deposit payment from the tenant. This is the date the 30-day deadline starts running, NOT the tenancy start date. Critical for proving you met the statutory deadline.
🔴 Critical
Date Deposit Protected
The date you protected the deposit with the approved scheme. Must be within 30 days of receiving the deposit. The scheme will provide a certificate with this date. Include it on the prescribed information as proof of timely protection.
🔴 Critical
How Deposit Was Paid
State how the tenant paid the deposit: bank transfer, cheque, cash, etc. Provides a record of the payment method. Useful if there's ever a dispute about whether the deposit was actually paid.
🔵 Recommended
Payment Reference
Any payment reference used when the tenant paid the deposit. Particularly important for bank transfers. Creates an audit trail linking the payment to this specific deposit and tenancy.
🔵 Recommended
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6. Deposit Protection Scheme Information (7 items)
Name of Protection Scheme
The full name of the government-approved scheme protecting the deposit. Must be one of: Deposit Protection Service (DPS), Tenancy Deposit Scheme (TDS), or MyDeposits. Using the wrong name or a non-approved scheme = non-compliance.
🔴 Critical
Scheme Type: Custodial or Insured
State whether you're using the custodial scheme (tenant hands deposit to scheme) or insured scheme (landlord/agent holds deposit with insurance). Each scheme offers both options. This determines who physically holds the money and affects dispute procedures.
🔴 Critical
Protection Certificate Number
The unique reference number or certificate number provided by the scheme when you protected the deposit. Tenants can use this number to verify their deposit is actually protected by contacting the scheme directly. Essential proof of protection.
🔴 Critical
Scheme Contact Address
The full postal address of the scheme administrator. Allows tenants to contact the scheme about their deposit. Each scheme has a registered address listed on their website and certificate. Must match the actual scheme being used.
🔴 Critical
Scheme Telephone Number
The scheme's contact telephone number. Tenants use this to verify their deposit is protected, get information about the scheme, or raise disputes. Each scheme publishes their helpline number on their website and protection certificates.
🔴 Critical
Scheme Website and Email
The scheme's official website address and email contact. Tenants can use these to check their deposit online, download dispute forms, and access scheme information. Required on most prescribed information forms.
🟡 Important
Scheme Logo or Branding
Include the official scheme logo if using their prescribed information template. This provides visual confirmation of which scheme is protecting the deposit. Many schemes require their logo on prescribed information notices.
🔵 Recommended
7. Circumstances for Deposit Deductions (5 items)
Rent Arrears
State that deductions may be made for any rent arrears at the end of the tenancy. This includes any unpaid rent, late payment charges (if in the agreement), or outstanding rent from the notice period. Must be clearly stated in prescribed information.
🔴 Critical
Damage Beyond Fair Wear and Tear
Explain that deductions may be made for damage to the property, fixtures, fittings, or furnishings beyond normal wear and tear. "Fair wear and tear" is deterioration through normal use - anything beyond this can be claimed. Reference to inventory essential.
🔴 Critical
Cleaning Costs
State that deductions may be made if the property is not returned in the same clean condition as at the start of the tenancy. This only applies to cleaning beyond reasonable tenant usage. Professional cleaning costs can be claimed if justified by inventory.
🔴 Critical
Unpaid Bills
Explain that deductions may be made for any unpaid utilities or bills the tenant is responsible for under the tenancy agreement. This might include council tax, utility bills, or other charges depending on the tenancy terms.
🟡 Important
Lost Keys or Security Items
State that deductions may be made for unreturned keys, security fobs, access cards, or if locks need changing because keys weren't returned. Include the cost of replacement and/or lock changes. Should be proportionate to actual costs.
🟡 Important
8. Dispute Resolution Information (5 items)
How Disputes Are Handled
Explain that if there's a dispute about deposit deductions at the end of the tenancy, the matter can be referred to the scheme's Alternative Dispute Resolution (ADR) service. The ADR is free, impartial, and binding on both parties. Required explanation in prescribed information.
🔴 Critical
Who Can Raise a Dispute
State that either the landlord or the tenant can raise a dispute with the scheme if they cannot agree on deposit deductions. For joint tenancies, any named tenant can raise a dispute. The scheme cannot intervene unless formally requested.
🔴 Critical
Timeframe for Raising Disputes
Explain any deadlines for raising a dispute. Most schemes allow disputes within 3-6 months of the tenancy ending, but this varies by scheme. Tenants and landlords should be aware of the time limit to avoid losing the right to use ADR.
🟡 Important
Evidence Required for Disputes
Explain that both parties can submit evidence to support their case: inventory reports, photos, invoices, correspondence, tenancy agreement, etc. The more evidence, the better. The adjudicator makes a decision based on evidence provided by both parties.
🟡 Important
ADR Decision is Binding
State that the scheme's adjudication decision is legally binding on both parties. The scheme will release the deposit according to the adjudicator's decision. Neither party can appeal except through formal legal channels (very rare and expensive).
🔴 Critical
⚡
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9. What Happens at End of Tenancy (5 items)
Check-Out Inspection Process
Explain that a check-out inspection will be conducted at the end of the tenancy, comparing the property's condition against the check-in inventory. Both parties should attend if possible. Photos and notes will be taken to assess any damage or cleaning issues.
🟡 Important
How Deposit is Returned
Explain the process for returning the deposit: timeframe (within 10 days of agreement on deductions is common), method (bank transfer usually), and who initiates the return (custodial: scheme releases; insured: landlord returns). Clear expectations prevent disputes.
🔴 Critical
Providing Breakdown of Deductions
State that if deductions are proposed, the landlord will provide a detailed breakdown with supporting evidence (invoices, photos, inventory comparison). The tenant has the right to see exactly what is being claimed and why before agreeing or disputing.
🔴 Critical
Tenant's Right to Challenge
Explain that the tenant has the right to challenge any proposed deductions. If they don't agree, they can negotiate with the landlord or refer the dispute to the scheme's ADR service. Deductions cannot be made without agreement or adjudication.
🔴 Critical
Interest on Deposit (Custodial Schemes)
If using a custodial scheme, explain that the scheme holds the deposit and any interest earned during the tenancy. The interest is usually paid to the tenant along with the deposit return. Insured schemes don't generate tenant interest as landlord holds the deposit.
🔵 Recommended
10. Service and Proof of Receipt (5 items)
Date Prescribed Information Served
Record the exact date you give the prescribed information to the tenant(s). This must be within 30 days of receiving the deposit. The date of service is critical evidence that you met the statutory deadline. Document this carefully.
🔴 Critical
Method of Service
State how you served the prescribed information: handed to tenant in person, sent by email, posted by first class mail, delivered by courier, etc. Hand delivery with signature is best evidence. Email or post should have proof of delivery/read receipts.
🔴 Critical
Tenant Signature Acknowledging Receipt
Get ALL tenants to sign and date the prescribed information form acknowledging they have received it. This is your best proof of service. Without signatures, tenants can claim they never received it and you'll struggle to prove compliance in court.
🔴 Critical
Copy Provided to Each Tenant
Ensure each tenant receives their own copy of the signed prescribed information. For joint tenancies with multiple tenants, each should have a copy they can keep. This prevents disputes about who has the information.
🟡 Important
Landlord Retains Signed Copy
Keep a signed copy of the prescribed information indefinitely. This is your evidence of compliance if challenged. Store it safely with the tenancy agreement, inventory, and other tenancy documents. You may need it years later for Section 8 possession claims or penalty claims.
🔴 Critical
11. Legal Compliance Warnings (5 items)
Housing Act 2004 Compliance Statement
Include a statement confirming this prescribed information is provided in compliance with the Housing Act 2004 sections 213-215. This references the legislation that requires deposit protection and prescribed information. Shows you understand your legal obligations.
🟡 Important
30-Day Deadline Acknowledgment
Acknowledge that prescribed information must be served within 30 days of receiving the deposit. Include the date deposit was received and the deadline date. This creates a clear record showing you met the statutory timeframe.
🔴 Critical
Penalty Warning for Non-Compliance
Explain that failure to protect the deposit and serve prescribed information can result in penalties of 1-3x the deposit amount payable to the tenant. This reminds landlords of the serious consequences and helps tenants understand their rights.
🟡 Important
Section 21 Impact Warning
Note that Section 21 (no-fault eviction) was abolished on 1 May 2026 by the Renters' Rights Act 2025. Failure to protect a deposit still exposes a landlord to a tenant compensation claim of 1-3x the deposit amount plus a court order to return the full deposit.
🔴 Critical
Renewal Requirements
Explain that if the tenancy is renewed with a new fixed-term agreement, prescribed information should be re-served within 30 days. For periodic tenancies continuing after fixed term, re-service is not technically required but recommended for best practice.
🔵 Recommended
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Next Steps
Now that you've reviewed the compliance checklist, you have three options:
✅ Use Our Ready-Made Template
Save hours of research and form-filling. Our professionally-drafted Deposit Protection Notice template covers all 50 compliance points with complete prescribed information for DPS, TDS, and MyDeposits. Includes custodial and insured options, automatic scheme contact details, dispute resolution procedures, and tenant signature sections. Available in both Smart Interview (guided) and Classic Editor (direct editing) modes for just £10.
📝 Complete Scheme Forms Yourself
Use this checklist as your guide and complete the prescribed information forms from your chosen scheme (DPS, TDS, or MyDeposits). Remember: missing even one required detail = non-compliance. The most common mistakes are wrong scheme contact details, missing the 30-day deadline, not serving on all joint tenants, and not getting proof of service signatures.
⚖️ Book a Legal Consultation
For complex situations (multiple properties, company lettings, disputes about whether deposit protection applies, past non-compliance you need to fix, or tenants claiming they never received prescribed information), consider booking a consultation with a qualified legal professional for personalized advice tailored to your specific circumstances.
Looking for more free legal tools?
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Disclaimer: This checklist is for general informational purposes only and does not constitute legal advice. While we strive to keep information accurate and up to date, deposit protection law is complex and subject to change. Every situation is unique, and you should seek professional legal advice for your specific circumstances. This checklist applies to Assured Shorthold Tenancies in England. Last updated: 19 May 2026.