A “Sample Letter To Tenants For Keeping Security Deposit” is a notification. Landlords use it to tell tenants they’re keeping the deposit. This usually happens when a tenant moves out. There might be unpaid rent or property damage.
We know writing this letter can be tricky. You want to be clear and professional. That’s why we’re here to help!
In this article, we’ll share letter samples. These examples will guide you. They’ll make writing your own letter much easier.
Sample Letter To To Tenants For Keeping Security Deposit
[Your Name/Company Name]
[Your Address]
[City, State, Zip Code]
[Date]
[Tenant’s Name]
[Tenant’s Address]
[City, State, Zip Code]
Subject: Security Deposit
Dear [Tenant’s Name],
This letter concerns the security deposit of [Security Deposit Amount] you paid for the property located at [Property Address]. Your lease agreement for this property ended on [Date].
I am writing to provide information regarding the return of your security deposit. According to our lease agreement and state law, security deposits can be used to cover unpaid rent, damages beyond normal wear and tear, and other costs as specified in the lease.
Following a careful inspection of the property, [Amount Deducted] has been deducted from your security deposit for the following reasons:
[Clearly list each deduction with a brief explanation. For example:
- Unpaid rent for [Month]: [Amount]
- Damage to [Specific Area]: [Amount]
- Cleaning Fees: [Amount]]
The remaining balance of your security deposit is [Amount Returned]. This amount is enclosed with this letter in the form of [Check/Money Order]. The [Check/Money Order] number is [Number].
If you disagree with any of the deductions, please contact me within [Number] days of receiving this letter to discuss it further. You can reach me at [Your Phone Number] or [Your Email Address].
Sincerely,
[Your Name/Company Name]
How to Write Sample Letter To Tenants For Keeping Security Deposit
Subject Line: Clarity is Paramount
- Be upfront. An ambiguous subject line is a disservice to your tenants.
- Example: “Regarding Security Deposit for [Property Address]” or “Partial Security Deposit Retention – [Lease Dates]”.
- Precision obviates confusion down the line.
Salutation: Setting the Tone
- Address each tenant named on the lease individually.
- Prefer “Dear [Tenant Name],” over a generic “To Whom It May Concern.”
- Individualization fosters a sense of respect, even amidst disagreement.
The Opening Paragraph: Brevity and Purpose
- State immediately your intent to withhold a portion (or all) of the security deposit.
- Reference the lease agreement and the property address.
- Example: “This letter pertains to the security deposit for the property located at [Property Address], as outlined in the lease agreement dated [Lease Date]. We are writing to inform you that a portion of the deposit will be retained to cover…”
Detailing the Deductions: Specificity is Non-Negotiable
- Itemize each deduction with fastidious detail.
- Include the exact amount deducted for each item and a concise explanation.
- Examples:
- “Damage to living room wall: $[Amount] – Repair of hole caused by wall-mounted television.”
- “Unpaid rent for June: $[Amount] – Outstanding balance from final month’s rent.”
- “Excessive cleaning required: $[Amount] – Professional cleaning services necessary to restore the property to its original condition.”
- Attach supporting documentation, such as photos, receipts, or invoices. This substantiates your claims.
Calculating the Remainder: Transparency Builds Trust
- Clearly state the original security deposit amount.
- Show the total amount deducted.
- Calculate and explicitly state the remaining balance to be returned.
- Example: “Original security deposit: $[Amount]. Total deductions: $[Amount]. Remaining balance to be returned: $[Amount].”
Method of Return: Expediency and Clarity
- Specify how the remaining balance will be returned (e.g., check, electronic transfer).
- Indicate the timeframe for return (adhering to local laws).
- Provide instructions if a forwarding address is needed.
- Example: “The remaining balance of $[Amount] will be returned to you via check, mailed to your forwarding address provided, within [Number] days, as mandated by law. Please confirm your forwarding address is…”
Closing: Professionalism Endures
- Maintain a civil and professional tone.
- Offer to answer any questions the tenant may have.
- Reiterate your contact information.
- Examples: “Please do not hesitate to contact us if you have any questions or require further clarification. Sincerely, [Your Name/Company Name] [Phone Number] [Email Address]” or “We hope this clarifies the matter. We wish you well in your future endeavors. Respectfully, [Your Name/Company Name] [Phone Number] [Email Address]”
Frequently Asked Questions: Security Deposit Retention Letters
Understanding the proper procedures for retaining a security deposit is crucial for landlords. This FAQ addresses common queries regarding the content and delivery of security deposit retention letters.
What information should be included in a security deposit retention letter?
The letter should clearly state the reasons for withholding any portion of the security deposit, including a detailed itemization of damages or unpaid rent, and the associated costs for repair or replacement. The remaining balance, if any, should also be specified along with instructions for its return.
When must a security deposit retention letter be sent to the tenant?
The letter, along with any remaining security deposit, must be sent within the timeframe mandated by state and local laws. This period typically ranges from 14 to 60 days after the tenant has vacated the property.
What if the cost of repairs exceeds the security deposit amount?
If the cost of damages exceeds the security deposit, the landlord should clearly document the expenses and send a letter explaining the situation. The landlord may then pursue legal action to recover the remaining balance owed.
Can a landlord retain a security deposit for normal wear and tear?
No, landlords cannot legally retain a security deposit for normal wear and tear. The security deposit can only be used to cover damages beyond normal wear and tear, unpaid rent, or other lease violations.
How should the security deposit retention letter be delivered to the tenant?
The letter should be sent via certified mail with return receipt requested to ensure proof of delivery. Keeping a copy of the letter and any supporting documentation is also recommended.
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