Keys received from tenant

The keys have been received from the tenant. Prior to the end of the tenancy, tenants are requested to provide comprehensive move-out details including utility provider information and a forwarding address to ensure a smooth transition and the efficient closing of accounts.

Exit report carried out

Following the return of the keys, the exit inspection is scheduled to take place on the next working day whenever possible. During this appointment, a comprehensive report will be produced, consisting of written documentation and time and date stamped photographs to accurately record the property's condition.

Additionally, final meter readings for all utilities will be taken at this time to facilitate the closing of accounts.

Exit report sent to landlord

Once the exit inspection is complete, the finalised report will be emailed to you. This correspondence will include the final meter readings and an update on any outstanding rent balances.

Upon receipt of this email, you will be asked to review the findings and decide on any proposed deductions from the security deposit. Should you require professional estimates for repairs or cleaning, our works team is available to provide quotations upon request.

Quotation for remedial works/ statements for rent arrears

Once you have decided how to proceed with the deposit, our team will compile all supporting evidence for your requested deductions. This includes itemised quotations, invoices, and receipts, as well as any rent statements necessary to substantiate the claim.

Deductions from deposit

Once the final deduction figure is agreed upon, we will initiate the formal claim process. As part of this procedure, we will contact the tenant to notify them of the specific deductions requested and provide the supporting reasoning and evidence for each claim.

Tenant response time

Upon submission of the claim, the deposit protection service grants the tenant a statutory timeframe to respond. During this period, the tenant may dispute any portion of the deductions, propose a counter-offer, or accept the claim in part or in full.

If the tenant accepts any or all of the deductions, the agreed funds are released to Ultralets immediately. Once received, these funds will be applied to your account and included in your end of month payment. You can access the transaction receipt at any time via your accounts portal.

No response - Statutory declaration

If the tenant fails to respond to the deduction request within the initial timeframe, the Deposit Protection Service will automatically transition the case to the Statutory Declaration (Stat Dec) process.

As part of this formal procedure:
Form Issuance: The deposit service issues a physical form requiring us to detail the deductions previously requested.
Legal Witnessing: This form must be signed and witnessed by a solicitor. Ultralets will handle these arrangements on your behalf.
Final Notice: Once witnessed and returned via post, the deposit service grants the tenant a final statutory period to respond to the claim.

Response - Itemised deduction - Further tenant response time

Should the tenant respond to the requested deductions and dispute all or some of the items requested, then the deposit protection service request an itemised deductions list be uploaded to their online portal - this will be reprovided to the tenant by the deposit protection service for their further decision.

No response - Stat declaration

Should the tenant not respond to the Stat Dec process within the timeframe provided by the deposit protection service, then the funds will automatically be awarded to you as the landlord and will be returned to Ultralets without delay and will be added to your account for payment at the end of the month - a receipt of this transaction would be available in your accounts portal.

 Stat Dec - tenant response - ADR 

Under the Statutory Declaration process, tenants retain the option to accept or dispute all or part of the deductions.

If the tenant engages during this stage, the case will revert to the relevant standard procedure:

Acceptance: Funds are released and processed for your month-end payment.
Dispute/Counter-offer: The process returns to the negotiation or itemized evidence stage as outlined previously.

Response  from the Alternative Dispute Resolution (ADR)

If the tenant continues to dispute any deductions, the case will be referred to the Alternative Dispute Resolution (ADR) service provided by the deposit protection scheme for a formal review by an independent adjudicator. This process requires a comprehensive evidence file to be submitted, containing all relevant documentation from the tenancy such as the check-in and check-out reports, invoices, and relevant correspondence. The deposit protection service will set a strict evidence deadline for all parties, and Ultralets will compile and submit this evidence on your behalf to ensure the strongest possible case is presented.

ADR decision & report

Once the evidence pack is submitted, the independent adjudicator from the deposit protection service will provide an estimated timeframe for their decision. This is typically approximately 21 days, though this duration is subject to change based on the complexity of the case.

As soon as the decision is reached, a formal report will be emailed to Ultralets, and we will send you a confirmation of the outcome. Any funds awarded by the adjudicator will be released to us immediately, applied to your account, and included in your month end payment. You can view and download the transaction receipt at any time through your accounts portal.