A “Sample Letter To Tenant On Move Out Regarding Security Deposit” is a notice. Landlords use it after a tenant moves out. It explains how the security deposit will be handled. Landlords often need this letter to comply with local laws. It helps avoid disputes about the deposit.
Need to write this letter? We’ve got you covered. This article provides templates and examples. You can easily adapt these for your situation.
Our samples make it simple. Writing the perfect letter becomes quick and easy. Let’s dive in and get started!
Sample Letter To Tenant On Move Out Regarding Security Deposit
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Tenant’s Name]
[Tenant’s Previous Address]
**Subject: Regarding Your Security Deposit for [Address of Property]**
Dear [Tenant’s Name],
This letter concerns the security deposit you paid for the property located at [Address of Property]. As you have now moved out, we are writing to inform you about the process for its return.
We will inspect the property for any damages beyond normal wear and tear. This inspection will be completed by [Date of Inspection].
According to our lease agreement and local laws, we have [Number] days/days from your move-out date to return your security deposit, or provide you with an itemized list of deductions, if any.
Deductions may be made for things like unpaid rent, damage to the property (beyond normal wear and tear), or cleaning costs if the property is not left in a reasonably clean condition.
Please provide us with your current forwarding address so we can send you the refund or the itemized list. You can send this information to [Your Email Address] or [Your Mailing Address].
If you have any questions, please feel free to contact us at [Your Phone Number] or [Your Email Address].
Sincerely,
[Your Name/Company Name]
How to Write Letter To Tenant On Move Out Regarding Security Deposit
Subject Line: Clarity is Key
- Be upfront: Use “Security Deposit Return – [Tenant Name] – [Property Address]”
- Avoid ambiguity; a precise subject line mitigates confusion from the outset.
Salutation: A Formal Overture
- Address the tenant(s) by name: “Dear [Tenant Name(s)],”
- Maintain a professional tone; this is a business communication, not a convivial chat.
Acknowledge Receipt of Possession
- Confirm you have the keys and possession of the property: “This letter acknowledges that we have received possession of the property located at [Property Address] on [Date].”
- This prevents any equivocation regarding the termination of the tenancy.
Itemize Deductions (If Applicable): Transparency Reigns
- List each deduction meticulously, providing a succinct explanation for each.
- Include costs for repairs (with invoices if possible), cleaning fees, or any unpaid rent.
- Be scrupulous; lack of transparency can breed resentment and legal challenges. For instance:
- “Repair of damaged drywall in the living room: $75 (Invoice attached).”
- “Professional cleaning services to address pet dander and odors: $150 (Invoice attached).”
The Remittance (Or Lack Thereof): The Nitty-Gritty
- State the amount of the security deposit being returned, if any.
- Specify the method of return (check, electronic transfer) and the date it will be sent.
- If no deposit is being returned due to deductions exceeding the deposit amount, state this expressly.
- “Enclosed is a check for $[Amount] representing the remainder of your security deposit after deductions.”
- Or, “Unfortunately, the cost of repairs and cleaning exceeded your security deposit; therefore, no refund is possible at this time. A detailed accounting is provided above.”
Provide a Recourse for Discrepancies: Avenues for Inquiry
- Give the tenant a reasonable timeframe to contest the deductions or request further information.
- Specify a contact method (phone, email) for them to reach you.
- “If you have any queries regarding these deductions, please contact me within [Number] days via email at [Email Address] or by phone at [Phone Number].”
Closing: A Cordial Farewell
- End on a professional but polite note.
- “Sincerely,” or “Best regards,” followed by your name and contact information.
- Steer clear of overly familiar or effusive language.
Frequently Asked Questions: Security Deposit Return on Move-Out
Understanding the proper procedures for security deposit returns is crucial for landlords. This FAQ addresses common questions regarding providing a move-out letter to your tenant concerning their security deposit.
What information should be included in the security deposit return letter?
The letter should clearly state the amount of the original security deposit, any deductions made, the reasons for those deductions (with itemized descriptions), and the remaining amount being returned, if any.
How long do I have to return the security deposit after the tenant moves out?
The timeframe for returning the security deposit varies by state law. Consult your local regulations to determine the specific deadline applicable in your jurisdiction.
What are some common reasons for deducting from a security deposit?
Common deductions include unpaid rent, damage to the property beyond normal wear and tear, and costs associated with cleaning the property if left in an unacceptable condition.
What happens if I don’t return the security deposit within the required timeframe?
Failure to return the security deposit within the legally mandated timeframe can result in penalties, including fines and the potential for legal action from the tenant.
Do I need to provide receipts for repairs that were deducted from the security deposit?
While not always legally required, providing copies of invoices or receipts for repairs is a best practice. It helps demonstrate transparency and provides clear documentation of the deductions.