Confirm the tenancy type and notice rules
Start by checking whether the tenancy is an assured periodic tenancy created after the 2025 reforms or an older tenancy that still has some transitional rules. The notice form, the minimum notice period, and the grounds available all depend on the tenancy type and when it began.
For periodic tenancies created under the new rules, a landlord normally needs a statutory ground for possession and the matching notice. A tenant can end the tenancy by giving proper notice in line with the tenancy agreement, typically at least one full period for a monthly tenancy.
- Check the signed tenancy agreement for the agreed notice procedure.
- Confirm whether the tenancy is subject to the 2025 periodic-tenancy rules.
- Identify the correct possession ground and notice form before serving anything.
Serve valid notice
A landlord seeking possession usually serves a Section 8 notice setting out the statutory ground relied on. Each ground has its own notice period, and the notice must use the prescribed form. A defective notice will normally be rejected and the process starts again.
If you are unsure which ground applies or whether the notice period is correct, take advice before serving. The cost of getting it wrong is not just delay; it can weaken your position if the matter ever reaches court.
- Use the current prescribed notice form for the ground you are relying on.
- Allow the full statutory notice period.
- Set the expiry date correctly, usually on the last day of a tenancy period for monthly tenancies.
- Keep proof of service and a copy of the signed or dated notice.
Arrange the final inspection
Once notice has been given and a move-out date agreed, arrange a check-out inspection. Ideally this is done with the tenant present, using the original inventory as a reference. Photograph the condition of each room, note meter readings, and record any changes since the start of the tenancy.
Fair wear and tear is allowed. A deduction must reflect the actual change in condition, not the age of the item, and should normally be supported by a quote or invoice.
- Use the original inventory and any mid-tenancy inspection records.
- Take dated photographs of every room and any damage.
- Record final meter readings and utility account details.
- Ask the tenant to sign or confirm the check-out report.
Return the deposit
Return the deposit within the statutory time limit once you have agreed any deductions with the tenant. If you cannot agree, the deposit protection scheme offers a free dispute resolution service, but both parties normally need to consent to it.
Keep evidence of the agreed return, including bank transfer references. If deductions are made, provide the tenant with a breakdown and supporting documents.
- Confirm the deposit is still protected with an approved scheme.
- Send the tenant a written breakdown of any proposed deductions.
- Return the balance within ten days of agreeing the amount.
- Use the scheme's dispute service if you cannot reach agreement.
Handover and loose ends
Collect all sets of keys, including any spares held by contractors or neighbours. Change the locks if keys are missing, but remember that the tenant remains liable for rent until the tenancy is properly surrendered or the notice expires.
Arrange for post to be redirected or collected, cancel any remaining utility liabilities, and update your insurance. A short written surrender statement signed by both parties can prevent later arguments about exactly when the tenancy ended.
- Collect and count all keys on the move-out day.
- Get a signed surrender statement if the tenancy ends early by agreement.
- Update insurance, council tax and utility accounts.
- Arrange post redirection or a forwarding address.
How Signlet helps both sides end a tenancy properly
Signlet is designed as a shared tenancy record, not just a landlord tool. Both parties can see the signed agreement, the rent history, compliance documents and the full message thread in one place. That matters at the end of a tenancy because most disputes start with "I said / they said" rather than a missing document.
The private communication channel keeps every notice, repair request, inspection arrangement and deposit discussion timestamped and in context. Neither side can edit or delete a message once it is sent, so if a move-out date or a deduction is later disputed, the record is already there.
If a disagreement does escalate, Signlet's five-stage dispute resolution process gives landlord and tenant a structured way to resolve it before it reaches court or deposit adjudication. And if it does go to adjudication, the agreement, messages, rent record and move-out notes can be exported as a single, timestamped file.
- Both landlord and tenant access the same tenancy record and message history.
- Notices, check-out reports and deposit discussions are stored in one thread.
- The five-stage dispute resolution process helps resolve disagreements early.
- Export a complete, timestamped record if adjudication is needed.
Keep reading
General information about renting in England and Wales. Signlet is not a law firm — check your own circumstances before relying on any of it.