Free landlord notice template
Security deposit itemization statement
Most states require an itemized statement of deductions within a set number of days after move-out: 14 in New York, 21 in California, 30 in Washington, 45 in Virginia. Fill it in, attach receipts as extra pages, and mail it with proof of the date.
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Re: Itemized statement of security deposit: [Former rental address]
Dear [Tenant name(s)], This is the itemized statement of your security deposit for [Former rental address]. You moved out on [Move-out date]. Security deposit received: [Deposit received (and interest, if any)] Deductions: [Itemized deductions] Total deductions: [Total deductions] Balance refunded to you: [Balance refunded] The balance is paid [How the refund is paid]. Copies of receipts or invoices for the deductions are attached where required. If you have questions about any item, please contact me in writing. Sincerely, [Your name]
When to use this letter
- A tenant has moved out and you are keeping part or all of the deposit
- Your state requires an itemized statement (most do)
Where to send it
Mail to the tenant's forwarding address, or their last known address if none was given.
Tips before you mail it
- Don't deduct for normal wear and tear.
- California: include receipts for repairs or cleaning over $125.
- Florida: if you claim against the deposit, use the certified-mail notice of intention to impose a claim instead.
- We print what you send and can't enclose checks; mail the refund separately or pay electronically.
The full template text
Re: Itemized statement of security deposit: {{propertyAddress}}
Dear {{tenantNames}},
This is the itemized statement of your security deposit for {{propertyAddress}}. You moved out on {{moveOutDate}}.
Security deposit received: {{deposit}}
Deductions:
{{deductions}}
Total deductions: {{totalDeductions}}
Balance refunded to you: {{refund}}
The balance is paid {{refundMethod}}. Copies of receipts or invoices for the deductions are attached where required.
If you have questions about any item, please contact me in writing.
Sincerely,
{{signature}}Text in {{double braces}} is filled in from the form above. This is a general template, not legal advice.