Security Deposit Dispute Evidence Checklist for Hosts

Why you need a documentation standard

A simple photo of a broken chair is rarely enough. The platform reviewing your dispute needs to know the chair was intact right before the guest arrived. This means your turnover evidence must be comprehensive. When you lack baseline photos, the guest can simply claim the damage was already there. Your records must eliminate that defense.

If you are unsure where to begin with baseline capture, review our guide on what your cleaner should capture at every turnover.

The core components of a dispute packet

Your dispute packet requires three main pillars of evidence. First, you need time-stamped visual proof of the property prior to arrival. Second, you need visual proof of the damage immediately after departure. Third, you need financial documentation proving the cost to repair or replace the item. Every piece of evidence must be tied to a specific date and time.

If you manage multiple properties, keeping these files straight can become chaotic. The StayTurn kit helps hosts keep dated, organized records of guest damage. Photos start on your phone, and the kit organizes copies into folders you own with no app store install required. Best on Chrome or Edge on a computer. Phone use is optional. See current browser notes on the product page. Tiers include a Solo license for $39, a Team license up to 10 properties for $100, and a Property Manager site license up to 50 properties for $299.

Step-by-step evidence gathering process

Follow this ordered list to compile your security deposit dispute packet:

1. Export the reservation details: Save a PDF of the confirmed booking dates, guest name, and the total number of approved guests.
2. Pull the baseline photos: Locate the time-stamped wide-angle photos taken by your cleaner on the day of check-in.
3. Document the damage: Take clear, well-lit photos of the broken or missing items immediately after the guest leaves.
4. Capture cleaner statements: Write down or save written notes from your cleaning crew regarding what they found upon entry.
5. Gather replacement quotes: Contact a professional to get an invoice or quote for the exact cost of repair.
6. Find the original purchase receipt: If the item must be replaced, locate the receipt showing the original value of the item.
7. Organize your files locally: Put all these documents into a single, clearly labeled digital folder on your device.

Handling communications with the guest

Always communicate with the guest through the official booking platform. Keep your messages polite and entirely factual. State what was found and what the repair cost will be. Do not make accusations. If the guest admits fault in the chat, take a screenshot of that conversation immediately. Guest admissions are powerful additions to your evidence packet, particularly when dealing with third-party channels.

For more details on what platforms look for, see our evidence checklist for a short-term rental damage claim.

Frequently asked questions

What happens if I cannot find the original receipt for a damaged item?

If you lack the original receipt, you can often submit a link to an identical replacement item currently for sale online to establish the fair market value.

Should I include video evidence in my dispute packet?

Yes. Videos are excellent for showing the layout of the room and proving that appliances or electronics were in working order. Just be sure the video file includes metadata showing the date it was recorded.

How soon do I need to gather this evidence?

You should gather all photographic evidence immediately after the guest departs and absolutely prior to your next arrival. Waiting too long breaks the chain of evidence.

Compliance note: the information provided on this page is for general informational purposes only and does not constitute legal or financial advice.