Security Deposit Return Letter Template
A security deposit return letter tells the tenant what you're keeping and why. You list every deduction with amounts. You include the check for the balance.
Generate yours in under 30 seconds. Download the PDF. Done.
Generate Your Deposit Letter
Fill in your details. Click generate. Get your PDF.
What Your Deposit Return Letter Must Include
Miss any of these and you could lose the right to keep deductions. Some states make you pay 2-3x the deposit as penalty.
- Original deposit amount — The total they paid at move-in
- Itemized deductions — Each deduction listed separately with cost
- Reason for each deduction — What the charge is for
- Amount being returned — The balance owed to tenant
- Forwarding address — Where you're sending the check
Important: Attach receipts or invoices for any repair costs. Some states require it. Even where not required, it prevents disputes.
5 Mistakes That Trigger Deposit Penalties
Missing the deadline
California: 21 days. Texas: 30 days. New York: 14 days. Miss it and you may owe 2-3x the entire deposit.
No itemization
"Deductions: $500" isn't enough. You must list each item: "Hole repair: $75. Carpet cleaning: $150. Broken blinds: $60."
Deducting for normal wear and tear
You cannot charge for faded paint, carpet wear in traffic areas, or minor nail holes. Courts will throw out these deductions.
Wrong address
Sent the letter to the old rental address? Tenant never lived at forwarding address you had? You missed the deadline.
No receipts for repairs
Some states require proof of costs. Even where not required, "I charged $200 to paint" without evidence gets disputed.
Security Deposit Return Letter Example
SECURITY DEPOSIT DISPOSITION
Date: [Date]
To: [Tenant Name]
[Forwarding Address]
Re: Security Deposit for [Property Address]
Original Deposit: $1,500.00
Itemized Deductions:
Carpet cleaning (pet stains): $150.00
Wall repair (3 large holes): $125.00
Broken window blinds: $85.00
Unpaid rent (5 days): $200.00
Total Deductions: $560.00
Amount Returned: $940.00
Enclosed is a check for $940.00. Receipts for repairs are attached.
[Landlord Name]
This is a simplified example. The generator above creates a complete letter with proper formatting and all required sections.
Why Generate Your Letter with LandlordForms
Done in 30 seconds
Enter deposit amount. Add deductions. Click generate. Stop struggling with Word documents.
Math done for you
Enter your deductions. We calculate totals and balance automatically. No math errors.
Proper itemization
Format that shows each deduction clearly. Courts accept it. Tenants understand it.
Avoid costly penalties
Generate it quickly so you meet your state's deadline. Penalties for late return are severe.
Zero Risk. Zero Cost. Zero Obligation.
100% free forever. No account required. No credit card. No email capture. Just generate and download. Used by 10,000+ landlords.
Frequently Asked Questions
What is the deadline to return a security deposit?
It varies by state. California: 21 days. Texas: 30 days. New York: 14 days. Florida: 15-30 days depending on deductions. Check your state law.
What happens if I miss the deadline?
Penalties vary. You may lose the right to keep any deductions. Some states require you to pay 2-3x the entire deposit amount to the tenant.
Can I deduct for carpet cleaning?
Only if the carpet is damaged beyond normal wear or excessively dirty. You cannot charge for routine cleaning that you'd do between any tenants.
What if the tenant doesn't give me a forwarding address?
Send the letter to their last known address (the rental unit). Keep proof of mailing. You've fulfilled your obligation.
Do I need to include receipts?
Some states require receipts or invoices for any repair deductions. Even where not required, including them prevents disputes.
Can I keep the deposit for unpaid rent?
Yes. Unpaid rent, unpaid utilities (if you provide them), and damage beyond normal wear are typically allowable deductions.
Don't Risk Deposit Penalties
LandlordForms generates all your landlord documents automatically. Deposit letters, notices, receipts, ledgers. All with proper formatting and required fields.
Built for small landlords managing 1-150 units. Start free. No credit card.
When you create a free account, you get:
Join 10,000+ landlords who ditched Word documents and spreadsheets. Free forever. Upgrade anytime.