DoorbookDamage charges and deposit refund
Record the deposit and each item once. The worked settlement uses useful life and employee share so the conversation starts with a visible calculation rather than the replacement price.
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01 List
Describe the item and its replacement price
Add each damaged item, its realistic replacement price, useful life and the employee share agreed for the record.
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02 Depreciate
Use the remaining value
The charge falls as the item is used. Straight-line depreciated value is fairer and easier to defend in a conversation because it recognises ordinary wear instead of charging a new-item price.
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03 Settle
Show refund or balance
The deposit refund never falls below zero. When charges exceed the deposit, the settlement shows the balance owed and reminds you to check the deduction cap.
Damage charges and deposit refund
Damage charges and deposit settlement
Use the inspection record to support each item. This worked calculation uses straight-line depreciated value.
- Total deducted
- £424.33
- Amount refunded
- £0.00
- Balance owed
- £124.33
| Item | Replacement price | Useful life | Years used | Employee share | Depreciated charge |
|---|---|---|---|---|---|
| Mattress | £280.00 | 3 | 1.4 | 100% | £149.33 |
| Bed frame | £350.00 | 5 | 2.5 | 100% | £175.00 |
| Chair | £160.00 | 4 | 2 | 50% | £40.00 |
| Lamp cover | £90.00 | 3 | 1 | 100% | £60.00 |
Charge = replacement price × remaining useful-life value × employee share. It is not the replacement price.
The charges exceed the deposit. Confirm the balance and the deduction cap before collecting it.
Written consent is normally needed for a wage deduction, and the deduction cap must be checked locally.
Questions to check
A transparent depreciation record gives the employee a practical way to understand and discuss a charge.
Why not charge the replacement price?
A used item is not a new item. Straight-line depreciation recognises useful life already consumed, which is fairer and easier to defend in a conversation with the employee.
Can a depreciated charge become negative?
No. Once years used reach the useful life, the remaining value is zero. The tool also prevents the refund from becoming negative.
What happens when charges exceed the deposit?
The refund stays at zero and the settlement shows the balance owed. Before any wage deduction, check written consent and the locally applicable cap.
What does employee share mean?
It is the percentage of the depreciated value assigned to the employee for that item. Use the inspection record and your agreed process to support the figure.
Why include useful life?
It makes the remaining-value calculation visible. A manager and employee can see how the same replacement price produces a different charge as an item ages.