How to Negotiate Your Student Deposit Return

You’ve moved out, handed back the keys, and the group chat has gone quiet. Now comes the final step in your student tenancy: getting your deposit back.

If there’s been any damage, missing items, or cleaning issues, it’s possible your landlord may propose deductions. This guide will walk you through how to respond in a constructive, fair and professional way to give yourself the best chance of a positive outcome.

What to Do If Your Landlord Wants to Deduct from Your Deposit

Step One: Stay Calm and Be Honest

If something was damaged or missed during your checkout clean, it’s always best to acknowledge it upfront. Landlords appreciate honesty and a willingness to take responsibility. Trying to deny clear issues, or ignoring emails, usually doesn’t help your case.

Start the conversation with a polite and open tone. For example:

“We noticed there’s a mark on the wall in bedroom two. We’re happy to discuss any reasonable costs to put this right.”

Being proactive can often prevent things from escalating.

Step Two: Use Your Evidence

If you disagree with a deduction, the most effective way to challenge it is with clear, factual evidence — not just how you feel about it.

Instead of saying:

“We don’t think that’s fair.”

Try something like:

“We’ve looked at the check-in inventory provided by Student Housing and the marks on the wall seem to have been noted when we moved in. We’ve attached a photo for reference.”

This kind of approach is far more persuasive — especially if things progress to a formal dispute with MyDeposits.

Helpful evidence you can use includes:

📸 Photos — taken when you moved in or out
📝 Inventory & checkout reports — we’re happy to send you copies if you don’t have them to hand
🧾 Receipts or quotes — if you’ve had something professionally cleaned, repaired or replaced
🔧 Maintenance request history — if you reported the issue during your tenancy, let us know and we can share the records with you.

We’re always happy to supply anything from our side that might help support your case — just let us know what you need.

Step Three: Be Reasonable – and Aim for Compromise

If you receive a list of proposed deductions that feels higher than expected, take a moment before replying. Go through each item carefully. Some may be justified, others may be up for discussion.

Try to respond constructively:

“We understand a cleaning charge is being applied – that’s fair. However, we were surprised by the full cost of mattress replacement and would appreciate a discussion about alternatives, such as a contribution to a replacement or a small charge for additional cleaning.”

Being fair and measured makes it more likely that the landlord will be willing to meet you halfway. Remember landlords are not entitled to "betterment" so if the mattress wasn't new when you arrived, they can only claim a portion of what it was worth at the time.

Step Four: Offer a Partial Contribution Where Appropriate

If something was damaged but the cost seems steep, offering a partial settlement can be a good way forward. This shows you’re willing to take responsibility, but also encourages a balanced outcome.

For example:

“We didn’t realise the desk was marked – we’re happy to offer £15 as a contribution toward repair or future replacement”

Raising this early helps avoid the situation becoming more formal.

Common Mistakes to Avoid When Negotiating a Deposit Return

To keep things on track, here are a few common pitfalls to avoid:

Avoid bringing up unrelated historic issues – stick to the items being discussed.
Avoid making things personal – focus on the facts, avoid giving opinions about the property, the landlord or historic maintenance issues you've had, it's not relevant to the deposit return and causes additional friction.

Who Holds Your Deposit and What Are Your Rights?

A Quick Note About Our Role as the Letting Agent

At Student Housing, we act on behalf of both you and the landlord. We do not hold your deposit, and we do not profit from any deductions.

All deposits are protected under the MyDeposits Custodial Scheme, a government-approved deposit protection provider. This means:

We transfer the deposit to a neutral third-party at the start of your tenancy to protect your money.
The landlord does not control the deposit and cannot enforce deductions on their own, they can only request that you agree with them, or petition MyDeposits to side with them using evidence.
Deductions must be agreed by you, or settled through the scheme’s free dispute resolution service.

We’re here to facilitate the process, pass on evidence, and help both sides reach a fair resolution. But ultimately, neither we nor the landlord can make unilateral decisions about your money.

Final Thoughts on Getting Your Deposit Back

Approaching your deposit return calmly, honestly and constructively gives you the best chance of reaching a fair outcome. Mistakes happen – what matters is how they’re resolved.

If you do end up in a formal dispute, the deposit scheme will assess both sides based on evidence and fairness. Keeping your communications polite and reasonable will reflect well on you throughout the process.

And once it’s all sorted, you can put your feet up and move on – hopefully with your deposit (or most of it) back in your account.