How to get your full deposit back upon departure

Moving to your new place is expensive enough, so the last thing you're waiting for is a discussion about your deposit. The deposit is your money, which the landlord may only withhold if there is demonstrable damage or payment arrears. Nevertheless, during the final delivery, disagreements regularly arise about what is “clean” or what falls under “normal wear and tear”.

A successful settlement does not start on your last day, but weeks in advance. By taking the right steps and recording everything properly, you ensure that the landlord has no legal basis to hold your money. With a proactive attitude, you enforce a smooth settlement.

The inspection: The most important evidence

In the Netherlands, when it comes to professional rentals, we almost always work with a preliminary and final inspection. This is your biggest chance to secure your deposit.

Insist on a pre-inspection

About two to three weeks before you hand in the keys, you and the landlord walk through the house. During this round, the landlord will indicate what still needs to be done. Maybe those holes in the wall should be closed after all, or the limescale in the bathroom should be better removed.

• Have the agreements from the pre-inspection set out in black and white.
• This way, you know exactly what else to do and you won't be faced with any surprises upon final delivery.

The final inspection and report

The final round will take place on the day of departure. The house is then empty and cleaned. The landlord checks whether the points from the preliminary inspection have been carried out. If everything is in order, you will both sign the final inspection report. Make sure it explicitly states that the house has been delivered 'in good condition and in accordance with agreement'. This document is your warranty certificate.

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Damage versus normal wear

This is the point where most of the discussions arise. It's important to know what your rights are. Indeed, the law makes a clear distinction between damage and the normal use of a home.

• Normal wear and tear: Discoloration of the paintwork due to the sun, slight footprints on the floor or the aging of sealant work are things you pay for via your monthly rent. The landlord cannot deduct anything from your deposit for this.
• Culpable damage: A deep scratch in the laminate caused by the sliding of your sofa, holes in the doors or a broken window are damage. If you do not repair this yourself, the landlord can deduct the repair costs from your deposit.

The “broom-clean” delivery: what does that mean?

Your contract probably states that you must leave the house “broom clean”. In practice, however, landlords often expect something more than just getting the hang of it.

A critical cleaning round

To avoid discussion, it's best to focus on these “hotspots”:

• The kitchen: Make the oven and extractor grease-free. Don't forget to clean or replace the extractor filters.
• The bathroom: Remove all limescale from the faucets and shower enclosure. A shiny bathroom immediately gives the inspector the feeling that you have taken good care of the home.
• Holes in the walls: Did you hang paintings? Remove the plugs and fill the holes neatly with a wall filler in the correct color.
• The floor: Make sure that all stains are removed and the skirting boards are dust-free.

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Capture everything with photos

Photos are your best friend in this process. On the day that the house is empty and clean, make an extensive photo report of each room. Don't forget to also photograph details, such as the inside of kitchen cabinets, the condition of the sanitary facilities and the meter readings.

If, a week after the key transfer, the landlord suddenly claims that there is a stain in the carpet or that the refrigerator is dirty, you have photo proof that this was not the case when you left. Without this proof, it's your word against the landlord's.

The repayment period

Since July 2023, there have been stricter rules for refunding the deposit.

1. Within 14 days: If no damage was found during the final inspection, the landlord must refund your deposit within fourteen days.
2. Within 30 days: Is there any damage that you have to pay for? Then the landlord must return the remainder of the deposit within thirty days, substantiated by a written specification of the repair costs incurred.

If the host does not comply with these deadlines, you can send a formal reminder. By the way, the landlord may not simply withhold the deposit as an “administrative fee” for the final bill.

In short: be critical of your own cleaning work, capture everything on camera and make sure you have the signed inspection report in your hands before you close the door behind you. So you can start your new chapter with peace of mind and a full bank account.