<p>You should always start negotiating at the earliest opportunity after the tenancy ends and the check-out report is available</p>
You should always start negotiating at the earliest opportunity after the tenancy ends and the check-out report is available. Negotiation can also be effective during the tenancy when an issue occurs that needs resolving.
When a tenant disagrees with a proposed cost, this is the best and most time-effective way to resolve any issue and reduce the need to use the formal dispute resolution service.
It is never too late to negotiate, but
the best way to negotiate is face-to-face
allow the tenant to have their say and show that you have listened and considered their reasons
be open and honest with your reasoning and see if there is room on either side for any concession
remember your claim must be on a like-for-like basis, having considered reasonable wear and tear, and not betterment
More advice on negotiation techniques can be found here.
There may be times when you are unable to find a solution to the costs you are proposing. These may include:
Negotiation between you and the tenant was unsuccessful
Situations where either the landlord or tenant does not communicate or is uncontactable
The relationship between the tenant and landlord has broken down and negotiation is not an option