Glossary

The Custodial Scheme Glossary

Deposit Status Definitions
Alternative Dispute Resolution (ADR) Procedure
An independent service that acts as an alternative to going to court, aiming to resolve disputes between landlords and tenants through evidence-based adjudication.
Adjudication
An evidence-based decision making process after which a decision is made as to how a dispute should be resolved.
Adjudicator
An independent, impartial and qualified expert appointed by The DPS to adjudicate and provide a legal decision following a dispute.
Assured Shorthold Tenancy (AST)
The usual form of letting for a private tenant renting from a private landlord, in which a tenancy began on or after 15 January 1989, the annual rent does not exceed £100,000 and the house or flat is let as separate accommodation and is the tenant's main home.
Change of Landlord/Agent Form
A form (completed by the landlord) notifying The DPS that there has been a change of landlord or agent.
Customer Service Centre
The dedicated Customer Service Centre which can be contacted on 0330 303 0030.
Custodial Tenancy Deposit Scheme
The scheme established under the Housing Act 2004 under which a deposit relating landlords, tenants or a relevant party has been deposited with The DPS.
The Deposit Protection Service (The DPS)
The service provided by Computershare Investor Services PLC, a company registered in England & Wales, under company number 3498808 and whose registered office is at The Pavilions, Bridgwater Road, Bristol BS13 8AE. The DPS is provided on behalf of Communities and Local Government (CLG).
Deposit
Any single amount of money paid by the tenant or a third party to the landlord under the tenancy agreement. The deposit acts as security against the performance of the tenant’s obligations under the tenancy agreement, the discharge of any liabilities, any damage to the property and/or non-payment of rent during the tenancy.
Deposit ID
The unique identifying reference number allocated to each deposit following the successful submission of it to The DPS by the landlord.
Deposit Submission Form
The form to be completed by the landlord in accordance with The DPS’ terms and conditions, submitted to The DPS with a payment equalling the amount of the deposit.
Dispute
A dispute between the landlord and tenant over how much of the deposit, if any, held by The DPS under the Custodial Tenancy Deposit Scheme, should be returned to the tenant at the end of the tenancy.
Dispute Papers
The evidence submitted by both parties in the event of a dispute.
Financial Conduct Authority (FCA)
UK Government body which governs regulated financial services.
Interest
Under the terms of our contract with Communities and Local Government (CLG), we are no longer obliged to pay interest on deposits. Whilst there is a Statutory Instrument - The Housing (Tenancy Deposits) (Specified Interest Rate) Order 2007 - it only applies when the scheme allows for interest to be paid. However, any deposit that accrued interest before the Bank of England base rate fell below 2.32 per cent in December 2008 will still be eligible to be paid with the interest previously accrued.
Joint Deposit Repayment (JDR) Form

A form to be completed by both the landlord and tenant, on paper or online:

(i) requesting that all or part of the deposit be repaid in accordance with the agreed instructions it contains.

AND/OR

(ii) notifying The DPS that there is a dispute over the repayment of all or part of the deposit, and requesting that the dispute be referred to adjudication in accordance with the terms and conditions, and also confirming that landlord and tenant will be bound by the decision of the adjudicator.

Joint Tenancy
A tenancy in which there is more than one tenant.
Landlord
A person who rents or leases a premises he/she owns to another party.
Landlord’s Evidence Form
The standard form completed by the landlord containing evidence in support of a dispute.
Landlord ID
The unique identifying reference number allocated to the landlord by The DPS following their registration with the service.
Landlord’s Repayment ID
The identifying number issued by The DPS to the landlord, which is unique to the landlord and the deposit to which it relates. The Landlord’s Repayment ID is required from the landlord when reclaiming the deposit.
Lead Tenant

(i) in the case of joint tenants, one of their number who has been nominated to act on their behalf

(ii) where there is a third party, the person nominated to act on behalf of the tenant(s) and the third party.

Letting Agent
The individual or company who lets or manages property on behalf of the landlord.
Prescribed Information
Information about the deposit that is required by the The Housing (Tenancy Deposits) (Prescribed Information) Order 2007 to be advised to the Tenant within 30 calendar days of the Agent or Landlord taking the deposit.
Single Claim
A claim by a party for the repayment of all or part of the deposit when the other party is uncontactable/not responding to correspondence.
Statutory Declaration
A legal document defined under the law of certain Commonwealth nations. Statutory Declarations are used to allow a person to affirm something to be true for the purposes of satisfying a legal requirement or regulation when no other evidence is available. A Statutory Declaration is completed by either the landlord or tenant claiming repayment of all or part of the deposit in accordance with a Single Claim Process.
Statutory Declaration Notice
A notice to be served by The DPS to the Other Party following the receipt of a Statutory Declaration.
Tenancy
An Assured Shorthold Tenancy of a property which is part of the Custodial Tenancy Deposit Scheme.
Tenancy Deposit Protection (TDP) Legislation
The section of the Housing Act 2004 which relates to TDP. More information can be found on our About the Legislation page.
Tenant
A person who has a right of occupation under a residential tenancy agreement and exchanges rent payments for accommodation.
Tenant’s Evidence Form
The standard form completed by the tenant containing evidence in response to the Landlord’s Evidence Form.
Tenant’s Repayment ID
The identifying number issued by The DPS to the tenant which is unique to the tenant and deposit to which it relates. The Tenant’s Repayment ID is required from the tenant in order for them to claim repayment of the deposit.
Third Party
A person who has paid a tenancy deposit to a landlord on behalf of a tenant and who is a relevant person for the purposes of Sections 212 to 215 of the Housing Act 2004.
Deposit Status Definitions
StatusMeaningWhat an Agent or Landlord can do?What a Tenant can do?
Awaiting Deposit PaymentThe Deposit has been submitted but the payment has not been received. This status will also be shown if a payment has been received but the cheque payment bounces or a debit card payment is recalled.You should submit the Deposit payment by Direct Bank Transfer, Cheque or Debit Card within 30 calandar days of receiving it. You can also cancel the Deposit details if they are no longer required.You will not be able to take any action.
Awaiting Payment ClearanceThe Deposit has been submitted, payment has been received and is clearing.You will not be able to take any action.You will not be able to take any action.
Direct Bank Transfer Awaiting PaymentThe Deposit has been submitted and Direct Bank Transfer payment method has been selected. Funds have not yet been received or processed.If you have funds available in your Direct Bank Transfer account, you can allocate funds to the Deposit. You can also cancel the Deposit details if they are no longer required.You will not be able to take any action.
CancelledThe Deposit funds have not been submitted and the Deposit has been removed from the system.You will not be able to take any action.You will not be able to take any action.
ActiveThe Deposit has been submitted and the payment has cleared.You can complete an Agent/Landlord Transfer, start the Joint Deposit Repayment process, start the Single Claim process or request a Joint Deposit Repayment form.You can update your contact details, start the Joint Deposit Repayment process, start the Single Claim process or request a Joint Deposit Repayment form.
Awaiting tenant responseThe Agent/Landlord has started the Joint Deposit Repayment process and notification has been issued to the Tenant.You can contact us to cancel the request.You can respond to the request online within your account or by completing a Deposit Repayment Response form.
Awaiting landlord responseThe Tenant has started the Joint Deposit Repayment process and notification has been issued to the Agent/Landlord.You can respond to the request through your online account or by completing a Deposit Repayment Response form.You can contact us to cancel the request.
Processing Repayment RequestThe Repayment has been completed and we are processing the payment.You will not be able to take any action; once the payment has been processed the monies will be released.You will not be able to take any action; once the payment has been processed the monies will be released.
Disputed claimA Repayment Claim has been started but the claim has been rejected by the other party.You can start a further Repayment Claim.You can start a further Repayment Claim.
In Single claim – Awaiting Landlord Stat DecA Statutory Declaration has been requested by the Agent/Landlord so that they can start the Single Claim process.You can cancel the Single Claim process in order to revert back to starting the Joint Deposit Repayment process.Once 14 days have passed from when the Statutory Declaration was issued to the Agent/Landlord, you can request the Deposit status to be changed to ‘Active’ if they have not completed the first stage of the Single Claim process. This will allow you to start the Joint Deposit Repayment process or, if necessary, to request a Statutory Declaration to start the Single Claim process yourself.
In Single claim - Awaiting tenant responseA Statutory Declaration has been received from the Agent/Landlord and a Statutory Declaration Notice has been issued to the Tenant.You can contact us with details of an agreement if one has been reached.You can return the Statutory Declaration Notice, confirming your agreement or disagreement to the claim being made by the Agent/Landlord.
In Single claim - Awaiting Landlord responseA Statutory Declaration has been received from the Tenant and a Statutory Declaration Notice has been issued to the Agent/Landlord.You can return the Statutory Declaration Notice, confirming your agreement or disagreement to the claim being made by the Tenant.You can contact us with details of an agreement if one has been reached.
Partially RepaidPart of the deposit has been released as a result of a Single Claim being made by either the Agent/Landlord or the Tenant.You can make a claim against the deposit amount still being held by us.You can make a claim against the deposit amount still being held by us.
Partially Repaid - Amount in disputePart of the deposit has been released as a result of an agreement to use the Alternative Dispute Resolution (ADR) Service, where only part of the deposit amount is in dispute.You can contact us with details of an agreement if one has been reached.You can contact us with details of an agreement if one has been reached.
In Dispute resolution - Awaiting landlord evidenceThe first stage of the Alternative Dispute Resolution (ADR) Service has been started, a Landlord Evidence form has been sent to the Agent/Landlord.You can submit your Evidence form and supporting evidence by post or email, or you can contact us with details of an agreement if one has been reached.You can contact us with details of an agreement if one has been reached.
In Dispute resolution - Awaiting tenant evidenceThe Landlord Evidence form and supporting evidence has been received, a Tenant Evidence form and a summary of the Agent/Landlord evidence has been issued to the Tenant.You can submit additional evidence by post or email, or contact us with details of an agreement if one has been reached.You can submit your Evidence form and supporting evidence by post or email, or you can contact us with details of an agreement if one has been reached.
In Dispute resolution - Awaiting landlord responseThe Tenant Evidence form and supporting evidence has been received, a summary of the Tenant's evidence has been issued to the Agent/Landlord.You have 7 days to submit any additional evidence by post or email, or contact us with details of an agreement if one has been reached.You have 7 days to submit any additional evidence by post or email, or contact us with details of an agreement if one has been reached.
In Dispute resolution – ADRThe case has been referred to the Adjudicator.You can contact us with details of an agreement if one has been reached.You can contact us with details of an agreement if one has been reached.
SuspendedThe Agent/Landlord or the Tenant has either not agreed to use the ADR Service or we have been informed that legal action is being taken with regard to the claiming of the deposit.If you have previously not agreed to use the ADR Service, you can contact us with your consent to use the ADR Service, provide details of an agreement if one has been reached or provide a copy of a Court Order instructing us to release the Deposit.If you have previously not agreed to use the ADR Service, you can contact us with your consent to use the ADR Service, provide details of an agreement if one has been reached or provide a copy of a Court Order instructing us to release the Deposit.
ClosedThe full Deposit has been repaid.You will not be able to take any action.You will not be able to take any action.

The Insured Scheme Glossary

Deposit Status Definitions
Alternative Dispute Resolution (ADR) Procedure
All or any of (i) the procedure for submitting the Landlord’s Evidence form and the Tenant’s Evidence form to The DPS; (ii) the acceptance of a dispute into the adjudication process; and (iii) the adjudication including implementing the Decision.
Adjudication
An evidence-based decision making process after which a decision is made as to how a dispute should be resolved and adjudicate shall be defined accordingly.
Adjudicator
An independent, impartial and qualified expert appointed by The DPS to adjudicate and provide a decision.
Assured Shorthold Tenancy (AST)
The usual form of letting for a private tenant renting from a private landlord, in which a tenancy began on or after 15 January 1989, the annual rent does not exceed £100,000 and the house or flat is let as separate accommodation and is the tenant's main home. N.B also known as a Fixed Term Tenancy which is offered for a fixed period of time.
Client Money Protection (CMP) Provider
The regulated body that provides client money protection to agents who are members of their scheme.
Customer Service Centre
The DPS’ dedicated Customer Service Centre which can be contacted on 0330 303 0030.
Custodial Tenancy Deposit Scheme
The scheme established under the Housing Act 2004 under which a deposit relating landlords, tenants or a relevant party has been deposited with The DPS.
The Deposit Protection Service (The DPS)
The service provided by Computershare Investor Services PLC, a company registered in England & Wales, under company number 3498808 and whose registered office is at The Pavilions, Bridgwater Road, Bristol BS13 8AE. The DPS is provided on behalf of Communities and Local Government (CLG).
Deposit
Any single amount of money paid by the tenant or a third party to the landlord under the tenancy agreement as security against the performance of the tenant’s obligations under the tenancy agreement, the discharge of any liabilities, any damage to the property and/or non-payment of rent during the tenancy.
Deposit ID
The unique identifying reference number allocated to a deposit in relation to a particular tenancy following the successful registration of a deposit with The DPS by the landlord or a third party.
Insured Deposit Registration Form
The form to be completed by the landlord in accordance with these Insured Scheme Terms and Conditions and submitted to The DPS with the relevant protection fee.
Dispute
A dispute between the landlord and the tenant relating to an amount of the deposit, for which a protection fee has been paid to The DPS under the Insured Tenancy Deposit Scheme.
Dispute Papers
The evidence submitted by both parties in the event of a dispute. These documents are detailed in sections 19 and 20 of the Insured Scheme Terms and Conditions.
Disputed Amount Confirmation Form
The form provided by the tenant to The DPS informing them that the tenant has requested that the landlord repay the whole or any part of the deposit within 10 calendar days of receipt of such request and that the landlord has failed to do so.
End of Tenancy Intention
The intention to close, renew or set a tenancy status to periodic at the tenancy end date.
Financial Conduct Authority (FCA)
UK Goverment body which governs regulated financial services.
Insured Tenancy Deposit Scheme
The deposit protection scheme established under the Housing Act 2004 under which the deposit is retained by the landlord and a protection fee is paid to The DPS to cover the risk of the landlord failing to pay any disputed amount to The DPS.
Joint Tenancy
A tenancy in which there is more than one tenant.
Landlord
A landlord of a tenancy and for the purposes of the Insured Scheme Terms and Conditions includes a regulated letting agent, organisation or private landlord.
Landlord’s Evidence Form
The standard form completed by the landlord containing evidence in support of a dispute.
Landlord ID
The unique identifying reference number allocated to the landlord by The DPS following their registration with the service.
Lead Tenant

(i) in the case of joint tenants, one of their number who has been nominated to act on their behalf

(ii) where there is a third party, the person nominated to act on behalf of the tenant(s) and the third party.

(iii) where there is only one tenant

Letting Agent or Agent
An agent who lets or manages property on behalf of a landlord and is a member of NALS, ARLA, NAEA, RICS, The Law Society or UKALA, and has valid Client Money Protection.
Periodic Tenancy
A statutory periodic tenancy is based on the terms of the existing tenancy with no Tenancy End Date set.
Prescribed Information
Information about the deposit that is required by The Housing (Tenancy Deposits) (Prescribed Information) Order 2007 to be advised to the tenant within 30 calendar days of the Agent or Landlord taking the deposit.
Private Landlord
Is a landlord who lets out properties that they own.
Protection Fee
The fee required to be paid to The DPS by the landlord to complete the registration of a deposit received by the landlord.
Renew or Renewal
Means to protect a new deposit using the existing landlord and tenant details as a fixed term tenancy.
Tenancy
An Assured Shorthold Tenancy of a property which is part of the Insured Scheme.
Tenancy Deposit Protection (TDP) Legislation
Section of the Housing Act 2004 which relates to TDP. More information can be found on our About the Legislation page.
Tenant
The tenant of a tenancy and includes lead tenants and joint tenants.
Tenant’s Evidence Form
The standard form completed by the tenant containing evidence in response to the landlord’s evidence Form.
Third Party
A person who has paid a deposit in respect of a tenancy to a landlord on behalf of a tenant who is a relevant person for the purposes of Section 212 to 215 of the Housing Act 2004.
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Deposit Status Definitions
StatusMeaningWhat an Agent or Landlord can do?What a Tenant can do?
Awaiting Fee Payment The deposit has been registered but the protection fee has not been received. This status will also be shown if a protection fee has been received but the cheque payment bounces or a debit card payment is recalled.You should pay the protection fee by cheque or debit card within 30 calendar days of receiving the deposit. You can also cancel the deposit details if they are no longer required.You will not be able to take any action.
Awaiting Payment ClearanceThe deposit has been registered; payment has been received and we are waiting clearance.You will not be able to take any action.You will not be able to take any action.
Protection OverdueThe deposit has been registered but the protection fee has not been paid.You should pay the protection fee at your earliest convenience in order to comply with the legislation.You will not be able to take any action.
ActiveThe deposit has been registered and the protection fee payment has cleared.You can mark the deposit as closed, renew the deposit or set the status to periodic at the end of the fixed term tenancy period.You can request a Disputed Amount Confirmation form in the event of a dispute.
CancelledThe deposit is not protected and the deposit details have been cancelled.You will not be able to take any action.You will not be able to take any action.
SuspendedThe deposit has been suspended.You will need to contact us to discuss this matter further.You will need to contact us to discuss this matter further.
ClosedThe deposit has been marked as closed by the landlord or a dispute has been finalised.You will not be able to take any action.You will not be able to take any action.
Copyright © 2011 Deposit Protection Service, a trading name of Computershare Investor Services Plc. All rights reserved. Computershare Investor Services Plc is authorised and regulated by the Financial Conduct Authority (FCA). Registered address: The DPS, The Pavilions, Bridgwater Road, Bristol, BS99 6AA.