Understanding Your Deposit Return & The TDS Process

The return of your security deposit is managed safely, legally, and transparently through the government-approved Tenancy Deposit Scheme (TDS) Custodial.

Because your funds are held securely by the government rather than in our bank account, releasing the money requires a set legal process. This guide explains the exact timelines, how deductions are handled, and how the money returns to your account.

⏱️ The 10-Working-Day Timeline

From the minute you hand back your keys, a structured countdown begins. We always aim to process your return as quickly as humanly possible. However, please note that the timeline below depends entirely on how the property is left.

Days 1 to 3 (The Photographic Inspection): Our independent clerk visits the empty property to complete a thorough checkout report, taking detailed photographs to compare against your original Move-In Inventory.
Days 4 to 5 (Review & Costing): We review the report. If the property is pristine, we fast-track your paperwork. However, if cleaning was missed or if there are damages requiring contractor repairs, this is where delays occur. We must source competitive quotes and formal itemised invoices from external joiners, painters, or cleaners before we can legally propose an adjustment.
Days 6 to 7 (The DocHub Agreement): We email all residents a copy of the Move-Out Report alongside a digital Tenancy Liability Form via DocHub.com. This form displays your final meter readings and any proposed deposit adjustments. All tenants must sign this digitally to confirm agreement.
Days 8 to 10 (The TDS Release): The moment the signed DocHub form is received, our accounts team updates the TDS Custodial portal to authorise the immediate release of your funds.

🚨 CRITICAL NOTE: How to Prevent Deposit Delays

If you wait until moving-out day to hand over keys with hidden damages or unreported maintenance issues, you will delay your own deposit return.

Sourcing repair costings takes time, and we cannot issue your DocHub form until every single contractor invoice is locked in.

Your Best Strategy: Walk through your home 2 to 3 weeks before your tenancy ends. If you spot a broken appliance, a damaged fixture, or any maintenance issue, email maintenance@beecityliving.co.uk immediately.

Letting us know in advance allows us to arrange repairs while you are still in the property, keeping your 10-day post-checkout timeline perfectly intact!

📝 Step 1: Signing the Tenancy Liability Form

Before we can trigger your deposit release with the TDS, every single named tenant must review, complete, and sign the official Tenancy Liability Form sent to your email via DocHub along with the Move Out Inventory Report (if required)

This document acts as the formal handover for your tenancy and covers three core areas

Utility Readings: It locks in the exact closing meter readings captured on your final day, confirming your responsibility for energy and water usage up to that date
Council Tax & Forwarding Address: It confirms your local authority tax liability up to your contract end date and authorises us to pass your new forwarding address to utility suppliers or the council so final bills can reach you
Deposit Adjustments: If any deductions for missed cleaning or property damage were mutually agreed upon after your checkout inspection, they are clearly summarised and agreed upon here

Why everyone must sign: If you live in a shared flat or house share, the document remains incomplete until the final housemate submits their digital signature

Please ensure your group reviews and signs promptly so your paperwork is not delayed.

👥 Step 2: Individual Payouts via the TDS Portal Once the DocHub form is 100% complete, our accounts team will instantly log into the TDS Custodial system to authorise the release of your funds.

If you live in a joint tenancy, the TDS operates under a split-responsibility system that requires action from everyone in the house:

The Lead Tenant's Role: One resident in your household was designated as the "Lead Tenant" on your original TDS Protection Certificate. This person is the only household member who can formally click to accept or respond to our official repayment proposal inside the TDS portal.
Individual Bank Details Required: While the Lead Tenant manages the digital approval, TDS does not pay a lump sum to just one person. TDS Custodial scheme pays each tenant their share directly. Action Required: Every single named tenant must log into their own personal online account at TenancyDepositScheme.com to activate their profile and securely upload their individual bank details.

⚠️ Why is my housemate paid but I am not?

If some residents have received their deposit return but your funds are missing, it is almost always because you have not logged into your individual TDS account to input your bank details. TDS cannot legally release your cash until your specific payment details are on their system.

💬 What happens if there is a dispute?

At Bee City Living, we pride ourselves on transparency. If our checkout report highlights an issue, we will always provide photographic evidence alongside an itemised contractor invoice.

If your household genuinely disagrees with a proposed deduction, you can reply directly to our move-out team. We will happily re-review the evidence with the landlord to try and reach an amicable, informal compromise.

In the unlikely event that an agreement cannot be reached, you have the legal right to use the TDS Free Dispute Resolution Service. Both parties submit their photographic evidence (Move-In Inventory vs. Move-Out Checkout Report) to an independent government adjudicator, whose final legal decision is binding.

Need your TDS login or activation details? If you are having trouble logging into your personal TDS account or cannot find your original registration email from the scheme, please reach out to our accounts team and we will help you get linked up.

📧 Email: hello@beecityliving.co.uk
📞 Phone: 0161 211 3908