Security Deposit Return Letter Template, Free Download 2026

TO: [____________] ("Tenant"), formerly in possession of the premises located at [____________] (the "Premises"). FROM: [____________] ("Landlord"). DATE: [____________]. RE: Return of Security Deposit and Itemized Accounting Statement for the lease agreement dated [____________] (the "Lease"). This letter and accounting statement are provided pursuant to [applicable state statute citation] governing the return of security deposits and the time period and requirements for furnishing an itemized statement of deductions. Tenant vacated and surrendered possession of the Premises on [____________] (the "Move-Out Date").

Landlord hereby acknowledges that it received a security deposit from Tenant in the total amount of $__________ (the "Security Deposit") on [____________], in connection with the commencement of the Lease. [If applicable: The Security Deposit was [increased / modified] to $__________ pursuant to [describe amendment or additional deposit] on [____________], bringing the total Security Deposit held to $__________.] The Security Deposit was maintained [in a separate trust account at [____________] Bank / commingled with Landlord's general funds as permitted by applicable state law / in an interest-bearing account yielding accrued interest of $__________ as required by [applicable statute citation]].

Landlord conducted a move-out inspection of the Premises on [____________] in the presence of [Tenant / Tenant's designee / in Tenant's absence after proper notice pursuant to applicable law]. A copy of the move-out inspection report is [enclosed herewith / available for review upon written request]. The condition of the Premises at move-out was compared against the condition documented in the move-in inspection report completed on [____________]. Normal wear and tear, as defined by applicable state law and judicial interpretation thereof, was considered in evaluating all conditions noted during the move-out inspection.

Landlord has applied the following deductions against the Security Deposit, each of which is permitted under the Lease and applicable law: UNPAID RENT: Rent unpaid for the period(s) of [____________] through [____________]: $__________. Late fees accrued and unpaid: $__________. CLEANING: Professional cleaning required to restore the Premises to move-in condition (excluding normal wear and tear), per invoice from [____________] dated [____________]: $__________. Carpet cleaning/replacement (damage beyond normal wear and tear): $__________.

DAMAGES BEYOND NORMAL WEAR AND TEAR (each item supported by invoice, receipt, or good-faith estimate): (a) [Describe damage]: $__________; (b) [Describe damage]: $__________; (c) [Describe damage]: $__________; (d) [Describe damage]: $__________. OTHER LAWFUL DEDUCTIONS: Unreturned keys or access devices ([number] keys at $__________ each): $__________. [Other charges permitted by the Lease: describe: ____________]: $__________. TOTAL DEDUCTIONS: $__________. Supporting documentation (invoices, receipts, photographs, and estimates) is [enclosed herewith as Exhibit A / available for inspection upon written request to Landlord].

Landlord represents that all deductions set forth above are reasonable, were actually incurred or represent good-faith estimates of costs to be incurred, are attributable to conditions caused by Tenant beyond normal wear and tear or to Tenant's failure to fulfill obligations under the Lease, and are permitted by the terms of the Lease and [applicable state statute citation]. Landlord has made a good-faith effort to minimize deductions, including by obtaining competitive bids for repairs and cleaning where practicable. All amounts deducted represent actual costs at competitive market rates, not inflated estimates.

FINAL ACCOUNTING CALCULATION: Security Deposit held: $__________ PLUS accrued interest (if required by law): $__________ LESS total deductions: $__________ EQUALS NET AMOUNT DUE TO TENANT: $__________. [If net amount is positive: A check in the amount of $__________ payable to [Tenant's full legal name] is enclosed herewith, representing the return of the Security Deposit balance after lawful deductions.] [If net amount is zero or negative: After application of the Security Deposit, a balance of $__________ remains owed by Tenant to Landlord. Tenant is requested to remit this amount within [number] days of the date of this letter.]

The refund check is mailed to Tenant's forwarding address at [____________], which was provided by Tenant [in writing / verbally / as ascertained from Tenant's last known address of record]. If this address is incorrect or if Tenant has not received the enclosed check within [number] business days, Tenant should contact Landlord at [____________] to arrange for reissuance. If Tenant failed to provide a forwarding address as required by the Lease and applicable law, Landlord has exercised reasonable diligence to ascertain Tenant's current address. Any refund check not cashed within [number] days will be subject to applicable unclaimed property laws.

This accounting statement and any enclosed refund check are being provided within [number] days of the Move-Out Date (or the date Landlord obtained actual knowledge of Tenant's new address, whichever is later), in compliance with the deadline established by [applicable state statute citation]. Landlord represents that this statement has been sent within the statutory deadline and that the deductions set forth herein are complete and accurate. If Landlord has exceeded the statutory deadline due to circumstances beyond Landlord's control, Landlord notes the following explanation: [____________].

Tenant has the right to dispute any deduction set forth in this accounting statement. To initiate a dispute, Tenant must submit a written objection to Landlord at [____________] within [number] days of receipt of this letter, specifying: (a) the particular deduction(s) disputed; (b) the basis for the dispute, including any evidence Tenant wishes Landlord to consider (such as photographs, move-out inspection records, prior correspondence, or receipts); and (c) the amount Tenant believes should be refunded. Landlord will review and respond to Tenant's written objection within [number] days of receipt.

If Landlord fails to return the Security Deposit or provide a written itemized accounting within the deadline required by [applicable state statute citation], Tenant may be entitled to the following statutory remedies: [describe applicable statutory penalties, e.g., return of the full deposit regardless of actual damages; statutory penalty of [two (2) / three (3)] times the wrongfully withheld amount; recovery of reasonable attorneys' fees and court costs]. Tenant is advised to consult applicable state law or seek legal counsel to determine all available remedies. The state statutory deadline for return of the deposit is [number] days after [move-out / receipt of forwarding address / termination of tenancy], as set forth in [applicable state statute citation].

If Tenant and Landlord are unable to resolve a dispute regarding the Security Deposit through direct negotiation, either party may seek relief through [small claims court, which handles security deposit disputes involving amounts up to $__________ in this jurisdiction / the civil division of the court of general jurisdiction / mediation through [applicable local mediation program]]. Tenant may also file a complaint with [applicable state agency or consumer protection authority]. Nothing in this letter shall be construed as a waiver of any rights of either party under the Lease or applicable law, and both parties expressly reserve all rights and remedies available to them.