A “Sample Letter To Tenant Not Returning Security Deposit” is a formal notice. Landlords use it. They use it to tell a tenant why their security deposit isn’t being fully returned. This often happens after a tenant moves out. There might be unpaid rent. Or, there could be damage to the property.
Writing such a letter can be tricky. You want to be clear. You also want to be fair and professional. Don’t worry, we’ve got your back!
This article is packed with templates. It has examples too. These will make writing your letter easy. You’ll find the perfect sample here. It will fit your specific situation.
Sample Letter To Tenant Not Returning Security Deposit
**Sample Letter To Tenant Not Returning Security Deposit**
[Your Name/Property Management 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 at [Property Address]**
Dear [Tenant’s Name],
This letter concerns the security deposit you paid for the property located at [Property Address], which you vacated on [Date of Vacating].
As per our lease agreement and [State] law, we conducted a thorough inspection of the property after you moved out. Unfortunately, the inspection revealed certain damages and outstanding obligations that affect the return of your security deposit.
Specifically, the following deductions have been made:
* [Description of Damage 1]: [Cost of Repair/Replacement]
* [Description of Damage 2]: [Cost of Repair/Replacement]
* [Unpaid Rent/Utilities]: [Amount Owed]
A detailed itemized list of these deductions, along with supporting documentation (such as invoices or estimates), is enclosed with this letter. The total amount deducted from your security deposit is [Total Amount of Deductions].
Your original security deposit was [Original Security Deposit Amount]. After deducting the above expenses, the remaining balance is [Remaining Balance Amount].
[Choose ONE of the following options:]
* **Option 1 (Full Deduction):** “Due to the extent of the damages and outstanding obligations, the deductions exceed the amount of your security deposit. Therefore, no refund will be issued.”
* **Option 2 (Partial Refund):** “A check for [Remaining Balance Amount] is enclosed, representing the remaining portion of your security deposit after the necessary deductions.”
We understand that you may have questions regarding these deductions. Please feel free to contact us at [Your Phone Number] or [Your Email Address] within [Number] days of receiving this letter to discuss this matter further.
Sincerely,
[Your Name/Property Management Company Name]
How to Write Letter To Tenant Not Returning Security Deposit
Subject Line: Clarity is Key
- Be upfront. Use a subject line like: “Security Deposit Deduction Explanation – [Property Address]”
- Avoid ambiguity. This ensures your tenant understands the letter’s import immediately.
Salutation: Professionalism Matters
- Address the tenant by name (e.g., “Dear Mr./Ms. [Tenant Last Name]”).
- Maintain a formal tone, even if the relationship was amicable.
Body Paragraph 1: Acknowledge Receipt and Intent
- Confirm you received the security deposit. State the original amount.
- Express your intent to return the deposit balance, if applicable.
- Mention that deductions were necessary due to specific reasons, which you will elucidate further.
Body Paragraph 2: Itemized Deductions with Scrutiny
- Provide a detailed list of each deduction.
- Include dates, descriptions, and the exact cost for each item.
- Be specific. For example, instead of “Damage to wall,” write “Repair of hole in living room wall: $75.”
- Attach supporting documentation if possible—photos, invoices, or repair estimates. This fortifies your claims.
Body Paragraph 3: Legalese and Lease Citations
- Reference specific clauses in the lease agreement that permit such deductions.
- Use precise language. For instance, “As per Section 10, subsection B of the lease agreement…”
- This demonstrates that your actions are predicated on contractual obligations.
Body Paragraph 4: Remaining Balance and Transmittal
- If a portion of the deposit is being returned, state the exact amount.
- Explain how the balance will be remitted (check, electronic transfer, etc.).
- Provide a date by which the tenant can expect to receive the refund.
Closing: Cordial yet Authoritative
- End with a professional closing, such as “Sincerely” or “Respectfully.”
- Include your name, title (Landlord/Property Manager), and contact information.
- Offer a polite invitation for the tenant to contact you with any questions or concerns, but hold your ground.
Frequently Asked Questions: Security Deposit Return
This section addresses common queries regarding letters to tenants explaining the non-return of their security deposit. Understanding the legal requirements and proper communication is crucial in these situations.
What information should I include in the letter?
The letter must detail the reasons for withholding the deposit, including a comprehensive list of damages and associated repair costs. Provide supporting documentation, such as receipts and photos, if available.
What is the deadline for sending this letter?
The deadline is determined by state and local laws. Generally, you must send the letter within a specified timeframe, typically 14 to 60 days, after the tenant has moved out.
What if the damages exceed the security deposit amount?
If the repair costs surpass the deposit, you can state the remaining balance owed in the letter. You may need to pursue further legal action to recover the outstanding amount.
Can I withhold the deposit for normal wear and tear?
No, you cannot deduct for normal wear and tear. The deposit can only be used to cover damages beyond normal wear and tear, such as significant damage to the property.
What if the tenant disputes the deductions?
If the tenant disputes the deductions, respond promptly and provide further clarification or documentation to support your claims. Mediation or legal action may be necessary if a resolution cannot be reached.