Need to write to a former tenant about their security deposit? It happens. Landlords sometimes need to explain why a deposit isn’t being fully returned. This letter clarifies deductions or unpaid rent after a tenant moves out.
This article can help. We will share sample letters for this exact situation. These templates will make writing your letter much easier.
Consider these examples a starting point. Tailor them to your specific situation for the best results. Let’s get started.
Sample Letter To Tenant After Move Out Not Returning Deposit
[Your Name/Company Name]
[Your Address]
[City, State, Zip Code]
[Date]
[Tenant’s Name]
[Tenant’s Previous Address]
[City, State, Zip Code]
**Subject: Regarding Security Deposit for [Property Address]**
Dear [Tenant’s Name],
This letter concerns the security deposit you paid for the property located at [Property Address]. You moved out on [Date of Move Out].
We conducted a thorough inspection of the property after you vacated it. Unfortunately, the inspection revealed damages beyond normal wear and tear. These damages include [Specifically list each damage, e.g., “a large stain on the living room carpet,” “a broken window in the bedroom,” “unapproved paint color in the kitchen”].
The cost to repair these damages is [Dollar Amount]. We have attached an itemized list of these costs along with copies of invoices/estimates.
Because the cost of repairs exceeds the amount of your security deposit, we will not be returning any portion of the deposit.
If you have any questions, please contact us at [Your Phone Number] or [Your Email Address] within [Number] days of the date of this letter.
Sincerely,
[Your Name/Company Name]
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How to Write Letter To Tenant After Move Out Not Returning Deposit
1. Crafting a Compelling Subject Line
The subject line is your initial foray. It needs to be precise and unambiguous, compelling the recipient to open the email. Avoid vagueness at all costs.
- Example 1: Security Deposit Refund – [Property Address] – [Tenant Name]
- Example 2: Regarding Security Deposit for [Property Address] – [Move-Out Date]
2. Initiating with a Formal Salutation
Begin your letter with a modicum of formality. This isn’t a casual missive; it’s a documented communication regarding finances. A proper salutation sets the tone.
- “Dear [Tenant Name],” is standard and acceptable.
- If you’re unsure of the tenant’s name, “To Whom It May Concern,” can be used, although it’s less personalized.
3. Articulating the Purpose with Clarity
The opening paragraph should immediately state the letter’s raison d’être. Avoid dilly-dallying; get straight to the point.
- Clearly state that the security deposit is not being returned.
- Reference the property address and the move-out date for context.
- Example: “This letter pertains to the security deposit for the property located at [Property Address], which you vacated on [Move-Out Date]. After a thorough inspection, we are unable to return the security deposit in full.”
4. Enumerating Deductions with Justification
This is where transparency is paramount. List each deduction meticulously, accompanied by a credible explanation. Avoid ambiguity or generalizations.
- Itemize each deduction (e.g., damages beyond normal wear and tear, unpaid rent, cleaning fees).
- Provide a detailed explanation for each deduction. For instance: “Damage to the bathroom tiling: $250 (repair costs attached).”
- Include copies of invoices or receipts for repairs or cleaning, substantiating the deductions.
5. Delimiting “Normal Wear and Tear”
Delineate what constitutes “normal wear and tear” versus actual damage. This prevents misunderstandings and potential legal challenges.
- Explain that normal wear and tear refers to the expected deterioration of the property due to ordinary use.
- Provide examples of normal wear and tear (e.g., faded paint, minor scuffs on walls).
- Clearly state that the deductions are for damages exceeding this definition.
6. Offering a Remainder (If Applicable)
If a portion of the security deposit remains after deductions, specify the amount and the method of reimbursement.
- State the remaining balance of the security deposit.
- Indicate how and when the remaining balance will be remitted (e.g., check mailed to forwarding address within [Number] days).
- Include the forwarding address you have on file to confirm its accuracy.
7. Concluding with Professionalism and Contact Information
End the letter cordially, providing contact information for further inquiries. Maintain a professional tone regardless of prior interactions.
- Express willingness to discuss the matter further.
- Provide your phone number and email address.
- Example closing: “We hope this explanation is satisfactory. Please do not hesitate to contact us at [Phone Number] or [Email Address] if you have any questions.”
- Sign off with: “Sincerely,” or “Regards,” followed by your name and title.
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Frequently Asked Questions: Non-Return of Security Deposit After Move-Out
This section provides answers to common questions regarding the process of sending a letter to a tenant after they have moved out, concerning the non-return of their security deposit. Understanding your rights and responsibilities is crucial in these situations.
Why didn’t I receive my security deposit back?
A security deposit may not be returned due to damages to the property beyond normal wear and tear, unpaid rent, or other lease violations as outlined in your rental agreement. The landlord must provide an itemized list of deductions.
What should I include in my letter to the landlord?
Your letter should include your previous address, the date you moved out, a clear statement requesting the return of your security deposit, and a reference to your lease agreement. Also, request an itemized list of deductions if one was not provided.
What if I disagree with the deductions?
If you disagree with the deductions, clearly state which charges you dispute and provide evidence supporting your claim, such as photos taken upon moving in or out of the property.
How long does the landlord have to return the deposit?
The timeframe for returning a security deposit varies by state law. Consult your local regulations to determine the specific number of days the landlord has to return the deposit or provide an itemized list of deductions.
What are my options if the landlord doesn’t respond?
If the landlord fails to respond or return the deposit, you may consider sending a certified letter demanding payment, filing a claim in small claims court, or seeking legal advice from an attorney.