Tenant Deduction Notification & Response — v0.1.45
Tenant Deduction Notification & Response
Introduced in v0.1.45
This release gives tenants a structured, transparent way to review proposed deposit deductions and respond to each one — all within a tracked deadline, fully audited, and with photo evidence attached.
Overview
When a landlord or agent submits proposed deposit deductions at the end of a tenancy, tenants are automatically notified with a detailed breakdown. Tenants can then respond to each line item individually — accepting, partially accepting, or disputing — without leaving the platform.
This eliminates unstructured email disputes and gives all parties a clear, time-bound resolution path.
How It Works
1. Deduction Summary Sent to Tenant
Once deductions are submitted by the landlord or agent:
- The tenant receives a notification email containing a summary of all proposed deductions.
- The same summary appears inside the tenant portal, where the full detail and evidence can be reviewed.
- Each line item shows:
- A description of the deduction (e.g. "End-of-tenancy cleaning — kitchen")
- The proposed amount
- Attached photo evidence
No manual action is required from the landlord or agent after submission. Notifications are dispatched automatically.
2. Tenant Reviews Each Line Item
Inside the portal, tenants see a structured list of every proposed deduction with its supporting evidence. They can expand each item to review photos and the written justification before responding.
3. Tenant Responds Per Line Item
For each individual deduction, the tenant chooses one of three responses:
| Response | Meaning |
|---|---|
| Accept | The tenant agrees to the full proposed amount. |
| Partially Accept | The tenant agrees to a reduced amount and must provide a written reason. |
| Dispute | The tenant rejects the deduction entirely and must provide a written response. |
This granular approach means a tenant can accept some deductions while disputing others — avoiding all-or-nothing standoffs.
4. Deadline Tracking
- Every response window is governed by a tracked deadline.
- The remaining time is displayed prominently in both the tenant portal and landlord/agent dashboard.
- Deadlines and response timestamps are recorded in the audit trail for compliance with the Renters' Rights Act.
Roles & Permissions
| Role | Capability |
|---|---|
| Tenant | Receive notifications, view evidence, submit responses per line item |
| Landlord / Agent | Submit deductions, view tenant responses and written reasons, track deadline status |
Audit Trail
Every action in this workflow is logged:
- Timestamp of notification dispatch
- Timestamp and content of each tenant response
- Deadline expiry events
This record is available to all parties and supports compliance with deposit protection legislation.
Related Features
- Deposit Deduction Submission — How landlords and agents submit proposed deductions with photo evidence.
- Dispute Resolution — What happens after a tenant disputes a line item.