Date stamped photos for a tenancy deposit dispute: proving the date

Date stamped photos can help show the condition of a rented home in a tenancy deposit dispute at check-in and check-out. Take clear photos room by room, show the date on the image where possible, link them to a signed inventory, and share them with the other party at the time.

A photo may show a stain, mark or damaged item, but an adjudicator also needs to understand when it was taken and what it relates to. Good records can make a dispute easier to assess.

Why dates matter in a tenancy deposit dispute

In England, a landlord or letting agent must protect a tenancy deposit in a government-backed scheme within 30 days of receiving it. If there is a dispute, the deposit stays protected until it is settled. Once both sides agree the amount to be returned, it should be returned within 10 days. Read the government guidance on deposit protection schemes.

If a deposit dispute reaches an adjudicator, the landlord must show that a proposed deduction is justified. The deposit remains the tenant's money unless there is evidence to support the claim.

The joint scheme guide to deposit disputes and damages explains that adjudicators decide from written evidence sent by both sides. They decide on the balance of probabilities and do not visit the property.

For cleaning and damage claims, the key evidence is usually:

• The tenancy agreement.
• A signed check-in report or inventory.
• A signed check-out report.
• Dated photos or videos that support the reports.

Photos can help show the condition of a room or item at a point in the tenancy. They do not replace a written, signed inventory.

In England and Wales, 46,950 deposit disputes were raised in the year to March 2025, around 1% of protected deposits. In TDS Insured cases during 2024 to 2025, cleaning was the most common reason for a claim, followed by damage and redecoration. One case can have more than one reason. See the TDS statistical briefing.

What deposit schemes say about dated and undated photos

Deposit protection schemes recommend dated photos as part of a wider evidence pack.

The joint scheme guide says a check-in and check-out report with dated photos, signed by the tenant, will often be the strongest evidence. It also says check-out evidence should be collected as soon as possible after the keys are returned.

mydeposits guidance on photos and videos says an adjudicator cannot verify when a photo or video was taken if it has no date stamp. It recommends putting photos into the inventory, having the tenant sign at the start and end of the tenancy, and showing the date on the image.

However, undated photos may still be worth submitting. The Deposit Protection Service guidance says photos should be provided even if they are not date stamped, as the date may be available in the digital file.

A visible date helps, but it is not enough on its own. A mydeposits dispute lead has noted that date stamps can be manipulated, although this is rare. Use records that support each other, such as photos, an inventory, signatures and dated messages. Read more in this NRLA article on photographs and videos.

How to prove the date of photos

To help prove the date of photos, use more than one record where possible.

1. Show the date on the photo

A visible date and time can help show when a photo was taken. It stays visible when the image is printed, included in a report or shared.

Take a wide photo first to show the room or area. Then take a close-up of the issue. For damage, include something for scale, such as a ruler, where useful.

2. Put photos into the signed inventory

Number each photo and match it to an item in the inventory or check-in report. For example:

• Bedroom 1, wall beside door, item 12.
• Kitchen, oven door, item 24.
• Bathroom, basin tap, item 31.

mydeposits advises embedding photos in the inventory and getting the tenant's signature at the beginning and end of the tenancy. If you have loose photos without a visible date, ask the other party to sign and date them.

3. Share photos with the other party at the time

Send check-in photos and the report shortly after check-in. Send check-out photos and the report as soon as possible after keys are returned.

An email, text or WhatsApp message can form part of written evidence. mydeposits guidance on deposit dispute evidence recommends sharing photos with the other party. The DPS also advises keeping communication in writing and emailing it to the other party.

Keep the message clear. State the property, room, date and purpose. For example: “Check-in photos and inventory for Flat 4, 15 September 2026.”

4. Keep a screenshot of file properties

A digital photo file may contain date information. If you rely on this, mydeposits recommends taking a screenshot of the file properties page and submitting that too, because file date information can be lost during upload.

Use this alongside a dated image, report and written message where possible.

5. Keep your records together

Save photos, the inventory, check-in report, check-out report and messages in one place. Label them by property, room and date. This makes deposit dispute evidence easier to organise.

Check-in photos for a rental: step by step

September move-ins can be busy, especially for students. Take photos before belongings fill the rooms.

For tenants

1. Read the inventory and check-in report carefully.
2. Walk through every room before or as you move in.
3. Take wide photos of each room, then close-ups of marks, stains, damage and dirty areas.
4. Photograph walls, floors, windows, doors, furniture and appliances.
5. Match each photo to an inventory item and add notes where needed.
6. Send photos and comments to the landlord or agent in writing.
7. Keep a copy of the signed report, images and messages.

If you disagree with the check-in report, write down what is wrong and send your comments promptly.

For landlords and agents

1. Complete the inventory before the tenant moves in.
2. Photograph each room in a consistent order, using wide shots and close-ups.
3. Number photos so they match inventory entries.
4. Record existing wear or damage clearly.
5. Ask the tenant to review and sign the check-in report.
6. Send the completed report and photos to the tenant in writing.

A signed check-in report gives both sides a shared starting point for the property condition.

Check-out photos: what to do on the day you leave

Take check-out photos on the day you leave, after removing your belongings and cleaning the property. The joint scheme guide says check-out evidence should be gathered as soon as possible after keys are returned.

For tenants leaving a rented home

1. Take clear check-out photos of every room.
2. Use wide shots and close-ups.
3. Photograph cleaned appliances, bathrooms, floors, walls and other areas that may be questioned.
4. Photograph pre-existing marks or damage shown in the check-in report.
5. Take time-stamped photos of final gas and electricity meter readings. The DPS recommends this at check-out in its student end-of-tenancy guidance.
6. Send the photos to the landlord or agent in writing and keep a copy.
7. Keep evidence of returning the keys.

For landlords and agents at check-out

1. Inspect the property promptly after keys are returned.
2. Compare its condition with the signed check-in report and inventory.
3. Create a clear check-out report.
4. Photograph each issue with a wide shot and a close-up.
5. Use notes to link photos to the relevant inventory entry.
6. Share the report and photos with the tenant in writing.

Do not delay if you may need to raise a dispute. Time limits differ between schemes. For example, the mydeposits insured scheme has its own time limit after move-out, but this is not a rule for every scheme. Check the instructions from the scheme protecting the deposit. See mydeposits dispute process guidance.

How to take date stamped photos with Timemark

Timemark is a free camera app for Android and iPhone that can help you create a clear photo record.

When you take a photo in Timemark, it prints the date, time, address and GPS location directly on the image. You can also add optional notes and an optional company logo. The time comes from the network, rather than the phone clock.

To use it for a tenancy check-in or check-out:

1. Download Timemark on your Android or iPhone.
2. Allow location access so the address and GPS location can be printed on the photo.
3. Turn on Photo Code if you want that feature. Photos taken with Photo Code switched on display a code on the image.
4. Take photos room by room, starting with a wide shot and then close-ups.
5. Add a note such as “Bedroom 2, item 14, scuff beside window”.
6. Match the photo and note to the inventory or check-out report.
7. Share the photos with the other party in writing at the time.
8. Export a PDF photo report if it helps you organise the record.

Because the date, time, address and location are printed on the image, they stay visible when the photo is forwarded by email or messaging app. You can use the Timemark photo verification page to check a Photo Code on a photo that has one.

For agents and landlords working with a team, Teamspace can collect team members’ photos automatically, organised by person, project and date. You can also create PDF photo reports for a check-in or check-out file.

Quick checklist for deposit dispute evidence

Before check-in or check-out, make sure you have:

• A clear inventory or report.
• Wide photos and close-ups for each room.
• Visible dates on photos where possible.
• Photo numbers that match inventory items.
• Notes that explain what each image shows.
• A signed check-in report or check-out report where possible.
• Written messages sharing the photos with the other party.
• Final meter reading photos at check-out.
• Copies of all photos, reports and messages.

This article is general information. Follow the official instructions from the deposit protection scheme and other bodies that apply to you.

Frequently asked questions

Are undated photos accepted in a deposit dispute?

Undated photos may still be submitted. The DPS says the date may sometimes be found in the digital file. However, a visible date, signed inventory, written report and dated communication can give clearer support for when the photo was taken.

Can a landlord keep my deposit without dated photos?

A landlord must justify proposed deductions with evidence. Dated photos can support a claim, but they are only one part of the evidence. The outcome depends on the written evidence submitted by both sides.

Do photos replace a signed inventory?

No. Photos should support the inventory, check-in report and check-out report. Deposit scheme guidance describes written reports as core evidence for cleaning and damage claims.

Should I send my check-in photos to my landlord or agent?

Yes. Share your check-in photos and any comments in writing as soon as possible. This creates a dated communication record and gives the other party a chance to respond.

When should I take check-out photos?

Take check-out photos on the day you leave, after removing your belongings and cleaning. Capture every room and final meter readings, then send the photos in writing to the other party.

Is there one deadline for every tenancy deposit dispute?

No. Dispute time limits vary by deposit protection scheme. Check the rules and instructions for the scheme that protects your deposit.