A “Sample Letter To Tenant Return Security Deposit” is what you send after a tenant moves out. It explains how much of their security deposit they are getting back. You might need this letter when the lease ends. It is also needed when the tenant has moved out.
Writing this letter can be a little tricky. You have to be professional. You also need to be clear about any deductions. Luckily, we’re here to help.
We will share templates, examples, and samples. These will make writing your letter super easy. Use our samples as a guide. You’ll write the perfect letter in no time!
Sample Letter To Tenant Return Security Deposit
[Your Name]
[Your Address]
[Your City, State, Zip Code]
[Your Email]
[Your Phone Number]
[Date]
[Tenant’s Name]
[Tenant’s Address]
[Tenant’s City, State, Zip Code]
Dear [Tenant’s Name],
This letter concerns the return of your security deposit for the property located at [Property Address], which you rented from [Start Date] to [End Date].
Enclosed you will find a check for [Amount of Security Deposit Returned] representing the return of your security deposit, less any deductions for damages or unpaid rent.
The original amount of your security deposit was [Original Amount of Security Deposit]. Deductions were made for the following reasons:
- [List of Deductions with Descriptions and Amounts. For example:
- Cleaning: $50.00 (Professional cleaning required after move-out)
- Damage to wall: $75.00 (Hole in the wall in the living room)
- Unpaid rent: $100.00 (Unpaid rent for the month of [Month])]
A total of [Total Amount of Deductions] was deducted from your security deposit.
We have included an itemized list of these deductions, along with receipts or estimates where applicable.
If you have any questions regarding these deductions, please do not hesitate to contact us at [Your Phone Number] or [Your Email].
Sincerely,
[Your Name]
How to Write Sample Letter To Tenant Return Security Deposit
Subject Line: Clarity is Paramount
- Clearly state the purpose of the letter. A straightforward subject line like “Security Deposit Return – [Property Address]” obviates any ambiguity.
- Include the tenant’s name for easy reference.
Salutation: A Commendable Greeting
- Address the tenant by name. Avoid generic greetings. “Dear [Tenant’s Name],” is a safe and respectful choice.
- Ensure correct spelling of the tenant’s name to foster goodwill.
Address: Your Return Address
- Include your full name and current address.
- Specify the date the letter was drafted.
Body – Paragraph 1: Acknowledge Receipt and Intent
- Acknowledge receipt of the tenant’s forwarding address.
- State your intention to return the security deposit, or a portion thereof, in accordance with the lease agreement and applicable statutes.
Body – Paragraph 2: Itemized Deductions (If Applicable)
- If deductions were made, provide a meticulous itemization. For instance:
- Damage to drywall: $75.00
- Unpaid utilities: $50.00
- Excessive cleaning required: $100.00
- Include copies of receipts or invoices to substantiate these deductions. This transparency is crucial.
Body – Paragraph 3: Amount Returned and Method
- Clearly state the total amount of the security deposit being returned.
- Specify the method of return. Will it be a check? An electronic transfer?
- If a check, indicate its number.
- Reiterate the forwarding address to which the refund is being sent.
Closing: Cordial and Professional Demeanor
- End the letter with a professional closing, such as “Sincerely” or “Respectfully.”
- Sign your name legibly.
- Include your typed name and contact information (phone number or email address).
Frequently Asked Questions: Security Deposit Return Letters
Understanding the nuances of security deposit returns is crucial for landlords. This FAQ section addresses common queries regarding the creation and delivery of security deposit return letters.
What information should be included in a security deposit return letter?
The letter should include the original deposit amount, any deductions itemized with explanations, the remaining balance (if any), and the method of payment for the returned deposit.
How quickly must a landlord return a security deposit?
The timeframe for returning a security deposit is dictated by state and local laws. Consult your local regulations for specific deadlines.
What constitutes a valid deduction from a security deposit?
Valid deductions typically include unpaid rent, damages beyond normal wear and tear, and costs for cleaning if the property was not left in the condition specified in the lease agreement.
What happens if a tenant disagrees with the deductions made?
Tenants have the right to dispute deductions. They should communicate their concerns in writing and may pursue legal action if a resolution cannot be reached.
Is it necessary to send the security deposit return letter via certified mail?
While not always legally required, sending the letter via certified mail with return receipt provides proof of delivery, which can be helpful in case of disputes.
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