A “Sample Letter To Tenant For Damages Keeping A Security Deposit” is a notice. Landlords use it to inform tenants about deductions. These deductions are from their security deposit. It happens when the tenant caused damage to the property. It is beyond normal wear and tear.
Need to write such a letter? You’re in the right place. We’ll share templates and examples. These samples will make writing your letter easy.
This article provides those samples. Use them as a guide. Tailor them to your specific situation. Get your letter done quickly and correctly.
Sample Letter To Tenant For Damages Keeping A Security Deposit
## Sample Letter To Tenant For Damages Keeping A Security Deposit
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Tenant Name]
[Tenant Address]
**Subject: Security Deposit Deduction – Damages to Property at [Property Address]**
Dear [Tenant Name],
This letter concerns the security deposit you paid for the property located at [Property Address]. Your lease agreement for this property ended on [Date].
Following a thorough inspection of the premises, we found the following damages beyond normal wear and tear:
* [Specific Damage 1] – Estimated Repair Cost: $[Amount]
* [Specific Damage 2] – Estimated Repair Cost: $[Amount]
* [Specific Damage 3] – Estimated Repair Cost: $[Amount]
Attached to this letter are copies of [invoices/receipts/estimates] documenting the cost of repairing these damages.
Your original security deposit was $[Original Security Deposit Amount]. After deducting the cost of repairs totaling $[Total Repair Cost Amount], the remaining balance is $[Remaining Balance Amount].
A check for $[Remaining Balance Amount], representing the remaining portion of your security deposit, is enclosed with this letter.
If the repair costs exceeded the security deposit amount, then use the following sentence. “Unfortunately, the cost of repairs exceeds your security deposit amount. We will send you a separate invoice for the remaining balance of $[Amount].”
We appreciate you renting from us. If you have any questions, please contact us.
Sincerely,
[Your Name/Company Name]
How to Write Letter To Tenant For Damages Keeping A Security Deposit
Subject Line: Concisely Conveying the Core Issue
The subject line sets the stage. It should be direct and unambiguous, alerting the tenant to the letter’s purpose without delay. Consider:
- Option 1: Security Deposit Deduction – Damages to Property
- Option 2: Notice of Security Deposit Claim – [Property Address]
- Option 3: Regarding Security Deposit and Property Condition at [Property Address]
Salutation: Initiate with Professionalism
Begin with a formal salutation. Avoid overly familiar greetings that might undermine the letter’s seriousness. Options include:
- Dear [Tenant’s Name],
- To [Tenant’s Name],
- Avoid “Hey” or informal greetings.
Body – Paragraph 1: Recapitulate the Lease and Move-Out Date
The opening paragraph should swiftly reaffirm the lease agreement and the tenant’s departure. Be succinct and avoid extraneous details.
- State the original lease commencement date.
- Confirm the property address in question.
- Explicitly mention the move-out date.
- Example: “This letter concerns the lease agreement for the property located at [Property Address], which commenced on [Start Date] and concluded on [Move-Out Date].”
Body – Paragraph 2: Itemize the Damages with Specificity
This is the crux of the matter. Meticulously document each instance of damage, providing enough detail to obviate any ambiguity.
- List each damaged item or area separately (e.g., “Large hole in the living room wall”).
- Include the cost of repair or replacement for each item.
- If you have obtained professional quotes, mention this and retain copies.
- Avoid vague descriptions; precision is paramount.
Body – Paragraph 3: Articulate the Deduction and Remaining Balance (If Any)
Clearly state the total amount being deducted from the security deposit and, if applicable, the remaining balance that will be remitted to the tenant.
- Sum the total cost of all repairs.
- State the original security deposit amount.
- Calculate the remaining balance (if any) after deductions.
- Indicate when and how the remaining balance will be returned (e.g., “A check for [Amount] will be mailed to your forwarding address within [Number] days.”).
Provide Supporting Documentation: Fortifying Your Claim
Bolster your letter with irrefutable evidence. This might include:
- Copies of repair estimates or invoices.
- Photographs or videos documenting the damages.
- A copy of the relevant section of the lease agreement pertaining to damages.
- An itemized list of all deductions.
Closing: Maintaining Professional Demeanor
End the letter on a civil, professional note. This is not the place for acrimony. Offer recourse for questions while standing firm on your position.
- Example: “Please do not hesitate to contact me at [Phone Number] or [Email Address] if you have any questions regarding these deductions. We have endeavored to be fair and transparent in this assessment.”
- Use a formal closing like “Sincerely” or “Regards.”
- Sign your name and include your printed name and contact information.
Frequently Asked Questions: Security Deposit Deductions for Damages
This section addresses common queries regarding security deposit deductions for property damage. It aims to provide clarity on the procedures and legal considerations involved.
What constitutes “damage” versus “normal wear and tear”?
Damage refers to destruction or defacement beyond the expected decline from normal use. Normal wear and tear is the gradual deterioration resulting from intended use of the premises.
What documentation is required to justify security deposit deductions?
Proper documentation includes a detailed itemized list of damages, associated repair costs, receipts, invoices, and ideally, before-and-after photos of the affected areas.
How long does a landlord have to return the security deposit and/or provide an itemized list of deductions?
The timeframe for returning the security deposit and/or providing an itemized list of deductions varies by state law. Refer to your local regulations for specific deadlines.
Can a landlord deduct for pre-existing damage?
No, a landlord cannot deduct for pre-existing damage. A move-in checklist signed by both parties can help prevent such disputes.
What recourse does a tenant have if they disagree with the deductions?
If a tenant disagrees with the deductions, they can attempt to negotiate with the landlord. If an agreement cannot be reached, legal action, such as filing a claim in small claims court, may be pursued.