This free tenant deposit tracker is a deposit register for landlords in England. For each tenancy it works out the deadline to protect the deposit and give the prescribed information, checks the deposit against the legal cap, and records the scheme, deductions and the balance returned. A status column flags anything late in red, so nothing is missed.
What are the deposit rules in England?
The tracker reflects these rules, checked against GOV.UK and legislation.gov.uk on 14 October 2026:
| Rule | What it means |
|---|---|
| Protect within 30 days | Including the day you receive it, in DPS, mydeposits or TDS |
| Give the prescribed information within 30 days | Same deadline as protection |
| Penalty if late | Between one and three times the deposit, ordered by a court |
| Cap below £50,000 annual rent | 5 weeks’ rent |
| Cap from £50,000 to £100,000 annual rent | 6 weeks’ rent |
Above £100,000 a year the tracker shows Check rather than a cap, because GOV.UK sets none. Every figure sits on the Settings tab in blue cells, so you can update a rule in one place.
How does the deposit cap check work?
The tracker turns monthly rent into weekly rent (monthly rent x 12 / 52), multiplies by 5 or 6 weeks depending on the annual rent, and rounds only that final cap down to the penny. At £1,000 a month, for example, the 5-week cap is £1,153.84. Within cap? shows whether the deposit you took is at or below that figure, so a deposit even 1p over the cap shows as over.
Deposits and your rental income
A deposit is the tenant’s money, not your rental income, until you keep some of it. Deductions you keep, for example for damage, may need to go into your property accounts. If your qualifying income is over the threshold, those accounts feed your Making Tax Digital quarterly updates: see the MTD guide for landlords.
