Itemized Statement of Security Deposit
[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]
Dear [Tenant's name],
Your tenancy at [Rental property address and unit] ended on [End date of tenancy], and you returned the keys on [Move-out date]. This is the itemized statement of your security deposit under [State statute on security deposits]. It lists each deduction, its reason and the amount [refunded to you / still owed].
[Send this within your state's deadline, which may run from move-out or from the end of the tenancy.]
Summary
Amount | |
|---|---|
Security deposit paid on [Date deposit was paid] | $[Amount] |
Interest on the deposit, if your state or city requires it | $[Amount, or 0.00] |
Total held | $[Amount] |
Total deductions (itemized below) | -$[Amount] |
Refund to you or Balance you owe | $[Amount] |
Itemized deductions
# | Item and location | Reason | Lease clause | Evidence | Amount |
|---|---|---|---|---|---|
1 | [e.g. Carpet, bedroom 2] | [Damage beyond ordinary wear and tear, e.g. pet stains] | [Section __] | [Photos 4-7, invoice #__] | $[Amount] |
2 | [e.g. Unpaid rent] | [Rent for period] | [Section __] | [Rent ledger] | $[Amount] |
3 | [Item] | [Reason] | [Section __] | [Evidence] | $[Amount] |
Total deductions | $[Amount] |
Each amount comes from the enclosed Deduction Ledger, which shows the cost of the repair or cleaning and any reduction for the item's age.
[Charge only for unpaid rent, cleaning beyond the condition at move-in, damage beyond ordinary wear and tear, and anything else your lease and state law allow. Never charge for normal aging, such as faded paint or light carpet wear.]
How the charges were determined
Condition at move-in: [Date of move-in inspection, and the signed checklist and photos that record it.]
Condition at move-out: [Date of move-out inspection, who was present, and the photos taken.]
Repairs and cleaning: [Who did the work and when, and whether each amount is an invoice, a receipt or an estimate. If work is unfinished, say when final invoices will follow.]
Not charged: [Items you inspected but did not charge because they are normal wear and tear, e.g. small nail holes in the living room.]
Refund or balance due
[If a refund:] A [check / electronic payment] for $[Amount] is [enclosed / sent on Date by Method].
[If a balance is due:] The deductions exceed the deposit by $[Amount]. Please pay this balance by [Date] by [Payment method].
If you disagree with any charge, write to me at the address above by [Date] and include any photos or records you have. I will review them and reply in writing.
Enclosures
Exhibit A: Move-in and move-out inspection reports
Exhibit B: Photographs, numbered and dated
Exhibit C: Invoices, receipts or estimates for each repair and cleaning charge
Exhibit D: Rent ledger [if deducting unpaid rent]
Deduction Ledger
[Some states require copies of invoices or receipts, specific wording, or a particular delivery method. Check your state's rule before sending.]
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.]