Template
The itemized deduction statement most states require within 14 to 60 days of move-out.
Most states give you 14 to 60 days after move-out to return the deposit or send an itemized deduction statement. The clock runs from move-out and surrender of possession, not from the end of the lease.
Missing the deadline is not a paperwork inconvenience. California landlords who miss it lose the right to any deduction at all. Massachusetts adds treble damages and the tenant's attorney's fees on top of the deposit. The penalty is designed to make the deadline impossible to ignore.
The statement must itemize each deduction and, in many states, attach receipts or invoices. Estimates are allowed in some states with actual receipts to follow, but the statement has to arrive inside the same window to preserve any deduction.
Check the deposit window for your state:
Date: [DATE]
[FORMER TENANT NAME]
[FORWARDING ADDRESS]
Re: Security Deposit Settlement for [FORMER UNIT ADDRESS]
Dear [FORMER TENANT NAME],
Your tenancy at the above unit ended on [MOVE-OUT DATE]. This letter is the itemized statement of the disposition of your security deposit.
Deposit received: [DEPOSIT AMOUNT]
Accrued interest (where required): [INTEREST, or "n/a"]
Deductions:
[LINE ITEM, e.g. "Carpet cleaning, pet damage"]: [AMOUNT]
[LINE ITEM, e.g. "Repaint hallway, beyond wear"]: [AMOUNT]
Unpaid rent through move-out date: [AMOUNT]
Total deductions: [TOTAL]
Balance returned to you: [BALANCE, enclosed]
Enclosed: [CHECK NUMBER / TRANSFER CONFIRMATION]
Attached: receipts or invoices for repairs, per state requirement.
If you disagree with any deduction, please contact me at [LANDLORD PHONE] or [LANDLORD EMAIL] within [DISPUTE WINDOW, e.g. 30 days].
Sincerely,
[LANDLORD NAME AND TITLE]
[LANDLORD ADDRESS]Consequences range from losing the right to any deduction (California) to penalty damages on top of the deposit (Massachusetts awards treble damages plus attorney's fees). The clock runs from move-out and surrender of possession, not from lease end.
No. Normal wear covers gradual deterioration from ordinary use (faded paint, minor carpet wear, small nail holes) and is never chargeable. Damage beyond wear (holes, burns, pet urine in carpet, missing fixtures) is chargeable. The distinction decides most deposit disputes.
In most states, yes when deductions pass a threshold (California requires them above $125). Where receipts are not yet in hand, a good-faith estimate is allowed with actual receipts to follow.
Tenanture replies to inbound inquiries, checks them against your published criteria, and only pings you when something needs a human. Pair any of these calculators with a leasing assistant that never sleeps.