A landlord and tenant's guide to a Schedule of Dilapidation

For landlords with one property or a dozen, clarifying your responsibilities is key for maintaining positive relationships with your tenants. From managing lease extensions to arranging viewings, there’s always plenty to think about, but one important document to understand is a “Schedule of Dilapidation”.

This guide explains what one entails and how it provides both landlords and tenants with the clarity, protection and peace of mind they need during any tenancy period.

What is a Schedule of Dilapidation?

According to chartered surveyors, Tim Greenwood & Associates, a Schedule of Dilapidation is a detailed professional survey that documents the condition of a property at specific points during a tenancy. Professional surveyors will typically prepare these schedules to ensure that every aspect of a property is thoroughly documented with photographs, detailed descriptions and condition assessments.

This comprehensive approach leaves no room for ambiguity if disputes arise. The document formally records any existing defects, damages or areas that might require immediate attention or future works, serving as a baseline reference point to compare a property’s condition at different stages of a tenancy.

Protect all interests and avoid disputes

A Schedule of Dilapidation clarifies the condition of a property at the start and end of a private tenancy agreement thereby protecting the interests of both landlords and tenants from any disputes.

Unfortunately, fallouts and arguments between landlords and tenants are common, arising from various issues including poor or slow repairs, maintenance problems, deposit disagreements, rent increases, or payment difficulties. According to recent reports, 20% of tenants now fall into arrears, the highest amount for five years. Damp, drainage, disrepair and breach of tenancy, such as keeping unauthorised pets, are all common dispute sources.

The schedule provides concrete evidence of pre-existing conditions, preventing tenants from being unfairly held responsible for existing damage while protecting landlords from false claims. This objective documentation eliminates much of the subjectivity that leads to disagreements, establishing realistic expectations from the outset and enabling both parties to better anticipate and budget for potential issues.

Determine liability and responsibility

One of the most challenging aspects of property management is establishing clear liability for damages. A Schedule of Dilapidation provides the framework for distinguishing between normal wear and tear (expected over time) and damage caused by tenant negligence or misuse. This distinction is crucial for determining financial responsibility and ensuring neither party bears unfair costs.

Normal wear and tear refers to the gradual, unavoidable deterioration of a property due to everyday, reasonable use, and natural ageing of a home.This can include:

• Faded paint or wallpaper from exposure to sunlight
• Worn carpets in high-traffic areas such as hallways or stairs
• Minor scuffs and marks to walls, skirting and floors.
• Loose door fittings or hinges from regular use

This differs from damage that is caused by a specific, often sudden event that goes beyond normal use. This could include a large stain to a carpet, a hole in the wall or a broken window. The schedule provides a clear basis for these distinctions.

Without comprehensive documentation, landlords and tenants frequently find themselves in disputes based on differing recollections of the property’s condition. These situations can then escalate quickly, leading to strained relationships, lengthy negotiations, and potentially costly legal proceedings. A well-prepared schedule acts as a neutral arbiter, providing factual evidence that prevents such conflicts.

Facilitate dilapidations claims

When it becomes necessary for landlords to pursue dilapidation claims against tenants, a comprehensive Schedule of Dilapidation becomes essential evidence. The schedule provides documented proof required to support claims for compensation or repairs, making the legal process more straightforward and increasing the likelihood of successful outcomes.

Courts and arbitrators rely heavily on professional documentation when determining the validity of claims. A detailed schedule prepared by qualified surveyors carries significant weight in legal proceedings, as it provides objective, expert assessment rather than subjective opinions from interested parties.

Importantly, tenants have rights and can seek support with issue resolution, from government approved bodies and other official resources. For example the Housing Ombudsman Service offers a free and independent complaints resolution service for social housing tenants, while the First-tier Tribunal (Property Chamber) is an official channel for a range of residential property disputes. Government guidance on tenancy deposit schemes and legal aid can also assist tenants with financial and legal aspects of their claims.

A Schedule of Dilapidation represents a small investment that yields substantial returns in terms of protection, clarity, and peace of mind for both landlords and tenants. By providing comprehensive documentation, preventing disputes, clarifying liability, supporting legal claims, and facilitating better planning, the schedule is an essential tool for managing risk and minimising liability in professional property management.