A “Sample Letter To Tenant On Security Deposit Deduction” is a notice. Landlords use it. It explains why they are keeping part of a tenant’s security deposit. This usually happens after a tenant moves out. It details any damages or unpaid rent. A landlord must send this letter. It’s often required by law.
Writing this letter can be tricky. You want to be fair and clear. You also want to avoid disputes. Luckily, you don’t have to start from scratch. We can help you write the letter.
We’ll share helpful examples in this article. These samples are easy to adapt. They’ll make writing your letter much easier. You’ll be able to write a letter that is both professional and clear.
Sample Letter To Tenant On Security Deposit Deduction
[Your Name/Company Name]
[Your Address]
[Your City, State, Zip Code]
[Date]
[Tenant’s Name]
[Tenant’s Address]
[Tenant’s City, State, Zip Code]
Subject: Security Deposit Deduction
Dear [Tenant’s Name],
This letter is to inform you about deductions from your security deposit for the property located at [Property Address]. Your lease ended on [Date].
The total amount of your security deposit was [Amount].
We are deducting [Amount] for the following reasons:
[Reason 1] – [Amount]
[Reason 2] – [Amount]
[Reason 3] – [Amount]
Attached you will find [Mention documentation if applicable e.g., copies of receipts, invoices, photos].
After deductions, the remaining amount of your security deposit is [Amount]. This amount is enclosed as a [Check/Money Order] with this letter and is payable to [Tenant’s Name].
If you have any questions, please contact us at [Your Phone Number] or [Your Email Address].
Sincerely,
[Your Name/Company Name]
How to Write Sample Letter To Tenant On Security Deposit Deduction
Subject Line: Clarity is Key
- Be forthright. Start with “Security Deposit Deduction – [Address]” or “Partial Security Deposit Return – [Tenant Name]”.
- Avoid ambiguity. Tenants appreciate transparency from the get-go.
Salutation: A Touch of Formality
- Use “Dear [Tenant Name]” unless you had a particularly acrimonious relationship.
- Maintain a professional demeanor, even if you harbor residual vexation.
Body Paragraph 1: Affirming Receipt and Intent
- Acknowledge receipt of their forwarding address.
- State clearly that you are writing regarding their security deposit for the property located at [Address].
- Specify the original amount of the security deposit.
- Indicate that a portion of the deposit is being withheld, if applicable.
Body Paragraph 2: Itemized Deductions – The Nitty-Gritty
- Diligent documentation is paramount. List each deduction separately with a concise but descriptive explanation.
- Include the precise cost associated with each deduction. Vague estimates are unacceptable.
- Examples: “Repair of damaged bathroom tile: $75”, “Professional cleaning required due to excessive grime: $150”, “Unpaid rent for the month of [Month]: $500”.
- Attach copies of invoices or receipts to substantiate your claims. This bolsters your case against potential disputation.
Body Paragraph 3: Remittance Details
- Clearly state the remaining amount of the security deposit being returned, if any.
- Specify the method of remittance (e.g., check, electronic transfer).
- If sending a check, indicate when it will be mailed.
- If using electronic transfer, confirm the account details used.
Closing: Maintaining Professionalism
- Use a professional closing such as “Sincerely” or “Regards”.
- Avoid overly familiar or informal closings.
- Include your full name and contact information.
Postscript (P.S.): Optional, but Potentially Beneficial
- A brief P.S. can preemptively address common queries.
- Example: “P.S. Photos documenting the property’s condition before and after your tenancy are available upon request.” This demonstrates diligence and preparedness.
Frequently Asked Questions: Security Deposit Deduction Letters
Understanding the process of security deposit deductions is crucial for maintaining positive landlord-tenant relationships. This FAQ section addresses common inquiries regarding deduction letters, ensuring clarity and compliance.
What is a security deposit deduction letter?
A security deposit deduction letter is a formal written notification from a landlord to a tenant explaining any deductions made from the tenant’s security deposit upon the tenant’s departure from the property.
When should I send the deduction letter to the tenant?
The deduction letter should be sent within the timeframe specified by your local and state laws, typically within 30-60 days after the tenant has moved out.
What information should be included in the deduction letter?
The letter should include an itemized list of all deductions, the reason for each deduction, the cost of each repair or replacement, and any remaining balance of the security deposit being returned to the tenant.
What kind of documentation should I include with the letter?
Include copies of receipts, invoices, or estimates for repairs or replacements that justify the deductions. Photos of the damages can also be helpful.
What if the cost of damages exceeds the security deposit amount?
If the cost of repairs exceeds the security deposit, you should provide the tenant with documentation supporting the excess charges and a demand for payment of the remaining balance.
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