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Free Security Deposit Deduction Letter Template (Itemized)

When you keep any part of a security deposit, most states require a written, itemized statement sent by a deadline. This free template walks you through every line: the deposit, each deduction, interest if your state requires it, and the refund or balance due.
Page 1 of the free security deposit deduction letter template
Free security deposit deduction letter template
Fill-in itemized statement with 10 deduction lines, refund and balance lines, attachments checklist, delivery record, and a one-page checklist of what to check before you send. Works in every state. PDF, 2 pages, no sign-up.
Download the free template

How to fill it out

List each deduction on its own line. Say what was damaged, where, and what it cost to fix: "Bedroom 2 carpet, pet urine stain, professional cleaning, $140." Avoid lump sums like "cleaning and repairs, $600."

Charge for damage, not wear. Faded paint, a few small nail holes and normal carpet wear generally can't be deducted. See wear and tear vs. damage, room by room.

Attach your proof. Receipts, invoices or written estimates, plus move-in and move-out photos. California, for example, requires receipts for deductions over $125.

Send it before your state's deadline and keep proof of the date. Find your state's deadline.

Page 1 of the free move-in and move-out inspection checklist
Free printable move-in / move-out checklist
Room-by-room condition report: 12 rooms, 99 items, move-in and move-out columns, signature lines, and tips that win deposit disputes. Fill it out at move-in so your deductions have proof behind them. PDF, 5 pages, no sign-up.
Download the free PDF
Rather have the letter written for you?
DepositDay walks you through move-in and move-out room by room, burns the date and time into every photo, shows what changed side by side, counts down your state's deadline, and writes the itemized deduction letter.
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Common questions

What should a security deposit deduction letter include?

The date, the tenant's name and forwarding address, the property address, the move-out date, the deposit amount, each deduction with what it was for and its cost, any interest your state requires, the refund amount or the balance owed, and how you sent it. Attach receipts, estimates and photos.

How long do I have to send it?

It depends on the state, from 14 to 60 days after move-out, and some states count from when you receive a forwarding address. Missing the deadline can cost you the right to keep any of the deposit.

Should I send it by certified mail?

Certified mail or another trackable method is the safest way to prove when you sent it. Some states set specific delivery rules, so check yours.

General information, not legal advice. State and local rules differ and change. Read your state statute or ask a local attorney before you act. Deposit rules by state.