A “Sample Letter To Tenant Keeping Security Deposit” is just that. It is a letter informing a tenant that part or all of their security deposit will not be returned. Landlords typically write this after a tenant moves out. It explains why the deposit is being used.
Need to write this letter? You are in the right place. We know writing these letters can be tricky. Getting all the details right is important.
We will share useful samples of this letter. These samples will make the process easier. They will help you clearly communicate with your tenant. You can tailor these examples to fit your exact situation.
Sample Letter To Tenant Keeping Security Deposit
[Your Name/Company Name]
[Your Address]
[City, State, ZIP Code]
[Date]
[Tenant Name]
[Tenant Address]
[City, State, ZIP Code]
Subject: Security Deposit Refund for [Address of Property]
Dear [Tenant Name],
This letter concerns the security deposit you paid for the property located at [Address of Property], according to the lease agreement which ended on [Date Lease Ended].
After a thorough inspection of the property, we are returning $[Amount of Refund] of your security deposit.
The original security deposit was $[Original Security Deposit Amount]. Deductions were made for the following reasons:
[Describe each deduction clearly and specifically. Include the cost associated with each deduction.]
Example:
- Cleaning: $[Amount] (The apartment was not left in a reasonably clean condition.)
- Repair to damaged wall in living room: $[Amount] (Repair of hole in the wall.)
Attached to this letter is an itemized list of all deductions, providing further detail.
A check for the remaining amount of $[Amount of Refund] is enclosed.
If you have any questions regarding these deductions, please contact us at [Your Phone Number] or [Your Email Address] within [Number] days.
Sincerely,
[Your Name/Company Name]
How to Write Sample Letter To Tenant Keeping Security Deposit
Subject Line: Clarity from the Get-Go
- Make it unambiguous. Think “Security Deposit Deduction Explanation for [Address]” or “Regarding Security Deposit for [Address].”
- Avoid vagueness. No one wants a cryptic message about their moolah.
Salutation: A Formal Overture
- Address the tenant(s) by name. “Dear [Tenant Name(s)],” is a safe harbor.
- If you’re unsure of the names, “To Whom It May Concern” is a permissible, albeit less personal, alternative.
The Opening Gambit: Acknowledge Receipt and Intent
- Acknowledge you received the keys and that the tenancy has concluded.
- State explicitly that you’re writing to explain deductions from their security deposit. For instance: “This letter elucidates deductions from your security deposit regarding the property located at [Address].”
Delving into the Nitty-Gritty: Itemized Deductions
- Provide a detailed, itemized list of each deduction. Include:
- Description of the damage or issue.
- Cost of repair or replacement.
- Attach original receipts or invoices as corroborating evidence.
- Be meticulous. Vagueness breeds discontent and legal challenges. Specify, for example, not just “damage to wall,” but “repair of nail holes and repainting of the west-facing wall in the living room due to excessive nail holes: $75.”
Accounting for the Remainder: The Refund Calculation
- Clearly state the original security deposit amount.
- Sum up all deductions.
- Calculate the remaining amount to be refunded.
- Specify the method of refund (e.g., check, electronic transfer) and the expected timeframe for disbursement. For example, “A check for $[Amount] will be mailed to your forwarding address within [Number] days.”
Addressing Normal Wear and Tear: A Crucial Caveat
- Explicitly state that deductions are not for normal wear and tear. This demonstrates good faith and understanding of landlord-tenant law.
- Include a sentence like: “Please note that these deductions do not include costs associated with normal wear and tear, which is the responsibility of the landlord.”
The Closing: Courteous and Cordial
- End on a professional, yet amiable note.
- Offer to answer any questions.
- Use a formal closing, such as “Sincerely,” or “Respectfully,” followed by your name and contact information.
- Example: “Sincerely, [Your Name] [Your Contact Information]. Please do not hesitate to contact me if you require further clarification.”
Frequently Asked Questions: Security Deposit Return Letter
This section provides answers to common questions regarding the sample letter for informing a tenant about retaining their security deposit. Understanding the legal requirements and best practices is crucial for landlords managing security deposits.
What information should the security deposit return letter include?
The letter must clearly state the reasons for withholding the deposit, provide an itemized list of damages and their costs, and include any remaining balance of the deposit being returned to the tenant.
What happens if I don’t send an itemized list of deductions?
Failure to provide an itemized list could result in legal consequences, including the loss of your right to retain any portion of the security deposit and potential liability for damages.
Can I charge for “normal wear and tear”?
No, you cannot deduct from the security deposit for normal wear and tear. You can only charge for damages beyond normal wear and tear, such as broken fixtures or significant property damage.
What is the deadline for returning the security deposit?
The deadline for returning the security deposit, or providing an itemized list of deductions, varies by state law. You must comply with your local jurisdiction’s requirements.
What if the damages exceed the security deposit amount?
If the cost of damages exceeds the security deposit, you can pursue legal action against the tenant to recover the additional expenses. Document all damages thoroughly.
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