Let’s be honest - the end of a tenancy isn’t most landlords’ favourite part of the job.
Even with the best tenants, there’s always something: missing meter readings, cleaning disputes, confusion over damage, emails back and forth, delays on deposit returns... it can all get pretty exhausting.
But here’s what we’ve learned over the years: with the right systems (and a bit of planning), it doesn’t need to be stressful. In fact, it can be smooth, transparent, and actually fair on everyone involved.
The tech that’s helped us calm the chaos
Over the past few years, we actually developed our own digital solution to what we perceived as an all-too-frequently difficult end-of-tenancy process, a tool called The Depositary, and it’s made a huge difference to how we manage tenancy wrap-ups. It takes a lot of the admin and guesswork out of the process, and keeps everything logged and trackable.
Here’s how it works for us day to day:
- We carry out checkout inspections and upload reports on the spot
- Meter readings and photos are pulled in automatically
- Any damage or deductions are clearly explained and sent to landlords first, then shared with tenants
- All communication and negotiations are handled within the platform, with a proper audit trail
- Deposits get returned much quicker - we’re currently averaging around 12 days, compared to the UK average of 21
The result? Fewer arguments, better transparency, and far less back-and-forth.
Why this stuff matters
When things go wrong at the end of a tenancy, it’s usually down to gaps in evidence or unclear expectations. And when that happens, landlords can end up footing bills they shouldn’t have to.
We’ve seen it plenty of times - missing keys, surprise furniture swaps, broken appliances, deep cleaning jobs that never got done. Without proper documentation, it’s hard to make a fair claim on the deposit.
That’s why having clear, timestamped reports and photo evidence is so important, not just for protecting your investment, but for being fair to your tenants too. Everyone knows where they stand, and things move along much more smoothly.
What about bigger portfolios?
If you’re managing a bunch of properties - or working in Build to Rent - the headaches can multiply. You're not just looking at one tenancy ending, you’re dealing with dozens or even hundreds, often at the same time.
That’s where having a structured, data-driven process is vital. It helps you:
- Maintain consistency across properties and teams
- Track issues and spot patterns across your portfolio
- Stay on top of compliance without drowning in spreadsheets
- Keep your reputation intact, especially if you're operating under a known brand
Our systems scale well. And we’ve built them to handle busy periods, like end-of-summer turnovers, without compromising on quality or communication.
Final thoughts
If you’re a landlord - whether you’ve got one flat or fifty - it’s worth thinking about how your tenancies end. A bit of structure and tech can go a long way in making life easier, and avoiding the typical pitfalls.
We’ve learned a lot through trial, error, and a fair few awkward checkout experiences. Now, we’ve got something that works. If you’re interested in finding out more, feel free to drop us a message; we’re always happy to chat through how we do things.
Much of this article was inspired from the musings between Kristjan and Nick from No Letting Go on the latest iteration of the Viking Chats podcast, which you can listen to below.
