The end of tenancy period can be one of the most sensitive stages of the rental process. Whether the tenant is leaving voluntarily or you are regaining possession of your property, it’s vital that landlords follow the correct legal steps.
In Scotland, tenancy law operates under the Private Residential Tenancy (PRT) system from the Private Housing (Tenancies) (Scotland) Act 2016, meaning there are specific requirements around serving notice, conducting inspections and managing deposits.
This blog provides a practical landlord checklist to ensure you handle the end of tenancy professionally, legally and efficiently, while preparing your property for new tenants.
With the right guidance and a clear understanding of your responsibilities, the process can be straightforward, and at Rosevale Letting, this is exactly the support we provide to our landlords.
1. Serve the correct notice under Scotland’s PRT system
If you are ending the tenancy, the first priority is serving the correct notice.
While many landlords search for guidance on a landlord notice to end tenancy, often more general UK-related advice will come up and so it is important to remember that Scotland follows its own legal framework (mentioned above).
Under the PRT system, landlords must issue a Notice to Leave when relying on one of the statutory eviction grounds. These may include rent arrears, selling the property, intending to move into the property yourself or another ground set out in legislation.
The notice to leave must include:
- Your name
- The tenant’s name
- The property’s address
- Be issued in writing using mygov.scot’s online form
- Clearly state the eviction ground being relied upon
- Provide the correct notice period (usually 28 or 84 days, depending on the circumstances)
- Be served in line with legal requirements
Errors in wording or notice periods can lead to delays if the matter proceeds to a First-Tier Tribunal. Accuracy at this stage of the end of tenancy process is essential.
If the tenant is ending the tenancy, they must give at least 28 days’ written notice, as per the Scottish Government and Citizens Advice website. It is always advisable to confirm the agreed-upon leaving date in writing to avoid misunderstandings, and if the tenant is still unsure about any part of the process, they can refer to the FAQ section on our website for further guidance.
2. Organise an inspection & follow a checklist
Once notice has been served, it helps to go through a simple checklist to make sure everything is in order before the tenancy ends.
Start by reviewing the tenancy agreement alongside the original inventory and check-in report, as these help you identify any changes in the property’s condition.
The Scottish Association of Landlords also provides a helpful checklist that we would recommend using as a guide, or alternatively, feel free to contact us at Rosevale Letting for any tips or assistance.
A quick pre-exit inspection can spot issues early and remind tenants of their responsibilities. At the final inspection, compare the property to the inventory, take date-stamped photos, record a note of meter readings and make sure the tenant has returned all keys. This is especially important with HMO properties when groups of students are living in one property. Remember to distinguish between genuine damage and normal wear and tear.
Having a structured checklist helps keep both you and the tenant on track, it ensures everything is organised and reduces the risk of unnecessary disputes while making any deposit deductions easier to explain and justify.
3. Cleaning responsibilities at the end of tenancy
Unsurprisingly, cleaning tends to be one of the most common areas of dispute at the end of tenancy between landlord and tenant.
In Scotland, tenants are required to return the property in a similar condition to when they moved in, allowing for reasonable wear and tear.
Landlords cannot automatically insist on professional cleaning unless the property was professionally cleaned at the start of the tenancy, and this was clearly evidenced.
Since SafeDeposits Scotland holds 69% of Scotland’s tenants’ deposits, it’s likely you’ll be using them if there’s a dispute over cleaning. We recommend reading up on their cleaning case studies and disputes to understand the dos and don’ts and ensure you are fully covered.
You are entitled to expect the property to be cleaned to the same standard you provided it in at the start of the tenancy. If it falls below that standard, you may request further cleaning or propose a deposit deduction. However, blanket clauses requiring professional cleaning regardless of condition are unlikely to be enforceable.
Clear inventories and check-in reports are essential when assessing cleaning standards fairly and in line with end of tenancy cleaning laws. If you’re unsure, you can follow the official guidance from Gov.scot to make sure you’re meeting all requirements.
At Rosevale Letting, we have strong contracts in place with trusted cleaners, so if you need any support, our property management services can take care of this for you, helping to avoid disputes and ensure the property meets the required standards.
4. Managing the deposit & preparing for new tenants
In Scotland, at the start of a tenancy, a tenant pays a tenancy deposit to cover potential costs when a tenant moves out. The deposit must be held within a government-approved tenancy deposit scheme such as Letting Protection Service Scotland, mydeposits Scotland and SafeDeposits Scotland within 30 working days of receipt.
Once the end of tenancy inspection has been completed, landlords should promptly assess the property and calculate any proposed deductions.
Common deductions may include:
- Cleaning where standards have not been met
- Damage beyond fair wear and tear
- Rent arrears
- Missing items listed in the inventory
Any deductions must be backed up with clear evidence. If a tenant disputes a deduction, the deposit scheme will review the documentation from both sides and make a fair and impartial decision.
Once the deposit has been resolved, you are all set to get the property ready for new tenants. This is when you can begin to carry out minor repairs, refresh the property’s decor, check that safety certificates like Gas Safety and EICR are up to date and ensure the property is presented to a high standard for new tenants.
You can find lots of useful tips for how to rent out a property in a previous blog we drafted.
Conclusion
We understand that the end of a tenancy can feel stressful for landlords, but it doesn’t have to be. Keeping a clear end of tenancy landlord checklist, staying on top of cleaning and deposit responsibilities and making sure your property is ready for new tenants can make the whole process a lot smoother.
At Rosevale Letting, we’re here to help you every step of the way. If you’d like some advice tailored to your situation or just a helping hand with inspections, cleaning or deposit management, get in touch with us today.
We’d be happy to chat and make your end of tenancy process as straightforward as possible.
