A “Sample Letter To Tenant After Move Out Not Returning Deposit” is a formal written notice. Landlords use it after a tenant moves out. It explains why their security deposit isn’t being fully returned. This usually happens when there’s property damage or unpaid rent. Landlords must follow specific procedures.
Writing this letter can be tricky. Landlords need to be clear and professional. They must also follow local laws about security deposits. This article can help simplify the process.
We will share sample letters you can use. These templates cover different scenarios. They will make it easier to write your own letter.
Sample Letter To Tenant After Move Out Not Returning Deposit
[Your Name]
[Your Address]
[Your City, State, Zip Code]
[Date]
[Tenant’s Name]
[Tenant’s Old Address]
[Tenant’s Old City, State, Zip Code]
Dear [Tenant’s Name],
This letter concerns the security deposit for the property located at [Property Address], which you rented from [Start Date] to [End Date].
As you know, the security deposit was [Amount of Security Deposit]. After you moved out, we inspected the property.
We found the following damages and/or outstanding costs:
[List damages and associated costs. Be specific. For example:
- Hole in living room wall: $50
- Carpet cleaning due to stains: $75
- Unpaid utility bill (water): $30]
The total cost for these repairs and/or outstanding charges is [Total Amount Deducted]. This amount has been deducted from your security deposit.
Enclosed is a check for [Amount of Refund (Security Deposit – Deductions)] representing the remaining balance of your security deposit.
If the deductions equal the full security deposit amount, write: “Unfortunately, due to the damages and costs listed above, the full amount of your security deposit has been used. There is no refund due.”
If you have any questions, please contact me at [Your Phone Number] or [Your Email Address].
Sincerely,
[Your Name]
How to Write Sample Letter To Tenant After Move Out Not Returning Deposit
Subject Line: Clarity from the Outset
- Be direct: “Security Deposit Claim – [Your Property Address]”
- Concise and unambiguous, immediately signaling the letter’s purpose.
- Avoid ambiguity; the tenant should instantly grasp the subject matter.
Salutation: Maintain Professionalism
- Formal address: “Dear [Tenant’s Name],”
- Even with prior rapport, uphold a professional demeanor.
- Steer clear of overly familiar greetings to preserve decorum.
Body – Paragraph 1: Acknowledge and Reference
- Start by acknowledging the move-out date: “This letter pertains to your tenancy at [Property Address], which concluded on [Date].”
- Refer to the original lease agreement: “As per our lease agreement, a security deposit of [Amount] was collected.”
- Set the stage; clearly establish the context of the communication.
Body – Paragraph 2: Itemized Deductions with Justification
- List each deduction explicitly: “Deductions were made for the following reasons:”
- Provide precise descriptions: “Damage to bathroom tiles: [Amount], necessitated by [Explanation].”
- Include actual repair costs or estimates; transparency is paramount.
- Use bullet points or a table for clarity; visual organization aids comprehension.
- For instance:
- Unpaid rent: $[Amount] for [Month]
- Carpet cleaning due to excessive wear: $[Amount]
- Repair of broken window: $[Amount]
Body – Paragraph 3: Remaining Balance (if applicable)
- State the remaining balance (if any): “After deductions totaling [Amount], the remaining balance of your security deposit is [Amount].”
- Explain how the balance will be remitted: “This amount will be sent via [Method] to your forwarding address on file.”
- If no balance remains, state that clearly: “Unfortunately, after deductions, no balance remains from your security deposit.”
Supporting Documentation: Substantiate Your Claims
- Include copies of invoices, receipts, or estimates for repairs.
- Photos of the damages provide visual substantiation.
- A copy of the move-in and move-out inspection reports adds credence.
- Comprehensive documentation fortifies your position.
Closing: Leave on a Civil Note
- End with a courteous closing: “Sincerely,” or “Respectfully,”
- Sign your name and include your title (e.g., Property Manager).
- Offer contact information for further clarification: “Please feel free to contact me at [Phone Number] or [Email Address] should you require additional information.”
- Maintain a professional tone even when delivering unfavorable news.
Frequently Asked Questions: Non-Return of Security Deposit After Move Out
This section addresses common questions regarding the process of sending a letter to a tenant when a security deposit is not being returned after they have moved out.
It provides clarity on tenant rights and the landlord’s responsibilities in such situations.
What should a tenant include in a demand letter for a security deposit?
The letter should include the move-out date, forwarding address, original deposit amount, reason for dispute, and a deadline for deposit return.
What is a reasonable timeframe for a landlord to return a security deposit?
The timeframe varies by state law, but typically ranges from 14 to 60 days after the tenant has moved out and provided a forwarding address.
What are some legitimate reasons for a landlord to withhold a security deposit?
Legitimate reasons include unpaid rent, damage to the property beyond normal wear and tear, and costs to remove abandoned property.
What if the landlord does not respond to the demand letter?
If the landlord fails to respond, the tenant may consider filing a claim in small claims court or seeking legal counsel.
What evidence should a tenant gather to support their claim for the return of a security deposit?
Evidence may include photos of the property condition upon move-in and move-out, a copy of the lease, and receipts for any repairs made by the tenant.
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