Response to Your Security Deposit Dispute
[Landlord or management company name]
[Mailing address]
[Phone] | [Email]
[Date of this letter]
Sent by [delivery method, e.g. first-class mail, certified mail or email] to:
[Tenant's full name, and every other tenant on the lease]
[Forwarding address the tenant gave you]
Property: [Rental property address and unit]
Your letter: dated [Date of tenant's letter], received [Date received]
Dear [Tenant's name],
Thank you for your [letter / email] about the security deposit for the property above. I have reviewed each point you raised against the lease, the move-in and move-out inspection reports, the photographs and the invoices. My response to each point is below, followed by the revised amount.
Where things stand
Amount | |
|---|---|
Deposit and any required interest held | $[Amount] |
Deductions in my itemized statement dated [Date] | $[Amount] |
Deductions withdrawn or reduced in this letter | -$[Amount] |
Revised deductions | $[Amount] |
Revised refund to you or Balance you owe | $[Amount] |
Response to each point
Point 1: [Charge, e.g. Carpet replacement, bedroom 2, $Amount]
You said: [The tenant's objection, summarized fairly in one or two sentences.]
The record shows: [Condition at move-in and its evidence; condition at move-out and its evidence; the invoice; the lease clause.]
My decision: [Charge stands / Reduced to $__ because __ / Withdrawn.]
Point 2: [Charge and amount]
You said: [Objection]
The record shows: [Evidence]
My decision: [Decision]
Point 3: [Charge and amount]
You said: [Objection]
The record shows: [Evidence]
My decision: [Decision]
[Answer every point the tenant raised, including any about the deadline or delivery of your original statement. Reduce or withdraw a charge the evidence does not support, such as one with no move-in record to compare against, or wear from normal use. Several states penalize a landlord who keeps a deposit in bad faith.]
Next steps
[If a refund is due:] A [check / electronic payment] for $[Revised refund] is [enclosed / will be sent by Date].
[If a balance is owed:] Please pay $[Balance] by [Date] by [Payment method].
If you still disagree after reading this, I am open to [a call or meeting on Dates / mediation through Local program]. Please reply in writing by [Date].
[Keep the tone factual. Do not threaten any step you do not intend to take or that your state does not allow.]
Enclosures
My itemized statement dated [Date]
Exhibit A: Move-in and move-out inspection reports
Exhibit B: Photographs, numbered and dated
Exhibit C: Invoices, receipts or estimates
Dispute Evidence Table
Sincerely,
[Signature]
[Your name]
[Owner / Property manager], [Company]
[This template is a drafting aid, not legal advice. Deposit rules vary by state and sometimes by city. Delete this note before sending.]