Security Deposit Return Letter

Security deposit return letter: return a deposit with an itemised statement of any deductions.

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A deposit return letter is the document most likely to be read by someone looking for a mistake. It states what was held, what was deducted, why, and what is being returned — with an itemised breakdown rather than a single net figure.

Who this document is for

  • A landlord returning a deposit after move-out
  • A landlord deducting for damage or unpaid rent
  • A property manager who needs a defensible record

When to use something else

Using the wrong document is the most expensive mistake in this category, because the paperwork looks complete while doing the wrong thing. This is not the document for:

  • Confirming a deposit when the tenant moves in — use a Security Deposit Receipt
  • Demanding money beyond the deposit — that is a demand letter
  • Documenting the condition of the property — use a Move-Out Inspection Checklist

What the generated document contains

  • Landlord and tenant names, and the property
  • The deposit held and the move-out date
  • Each deduction, itemised with a reason
  • The amount being returned and how it is sent
  • The forwarding address used
  • Signature block

State and local requirements

Requirements for this document differ by state, and sometimes by city. Notice periods, deposit limits, permitted fees and required disclosures are all set locally, and a number that is correct in one state can be wrong in the next one.

This page does not state those figures. The questionnaire asks you for the values that apply to your tenancy and prints what you enter, so the document reflects your situation rather than a national average. Start with the state lease pages for the jurisdiction you are renting in.

How it works

  1. Answer the guided questions
  2. Review the readiness check, which flags contradictions before you pay
  3. Preview the finished document free
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What to have ready

You will need answers to these 11 required questions, spread over 4 steps. The questionnaire also has optional questions, and some answers lead to follow-ups. Your answers are kept in this browser for 24 hours, so you can come back and finish (how saving works).

  1. Landlord
    • Landlord name?
    • Landlord mailing address?
  2. Former tenant
    • Tenant name?
    • Former rental address?
  3. Deposit accounting
    • Move-out date?
    • Original deposit amount ($)?
    • Itemized lawful deductions
    • Total deductions ($)?
    • Amount of the deposit being refunded ($)?
    • How will the refund be sent?
  4. State
    • Which state is this document for?

Frequently asked questions

  • Deadlines are set by state law and differ substantially, and some states also require an itemised statement within a set period. This generator does not assert your deadline — check your state page — but it produces the itemised statement those rules generally contemplate.

  • Typically unpaid rent and damage beyond ordinary wear and tear. Ordinary wear is the part that gets disputed: a worn carpet after several years is usually wear, a burn in it usually is not. Itemising each deduction with a reason is what makes the distinction reviewable.

  • The letter can still show the full accounting, with the balance owed stated. Recovering more than the deposit is a separate matter from returning it.

  • Some jurisdictions require supporting documentation for deductions, and it is good practice regardless. Keep invoices and photographs with your copy of the letter.

  • Send it to the last known address and keep proof. Ask for a forwarding address in the <a href="/notice-to-vacate">notice to vacate</a>, before the tenant leaves — not having one is a common reason deadlines are missed.

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