A “Sample Letter To Tenant For Return Of Security Deposit” is a template. Landlords use it to return a tenant’s security deposit. It’s needed when a tenant moves out. It outlines deductions, if any, and explains the return.
Need to write this letter? You’re in the right spot. We know it can be tricky. So, we’ve gathered some examples.
This article offers sample letters. Use them as a guide. Tailor them to your specific situation. Make the process easier.
Sample Letter To Tenant For Return Of Security Deposit
**Sample Letter To Tenant For Return Of 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: Return of Security Deposit for [Property Address]**
Dear [Tenant’s Name],
This letter concerns the security deposit you paid for the property located at [Property Address], according to the lease agreement which ended on [Date of Lease End].
We have completed an inspection of the property and assessed its condition following your departure.
[Choose ONE of the following options and include it here:]
**Option 1: Full Refund**
We are pleased to inform you that the property was left in satisfactory condition, as outlined in the lease agreement. Therefore, we are returning the full security deposit amount of $[Amount]. A check for this amount is enclosed with this letter.
**Option 2: Partial Refund with Deductions**
After the inspection, we found it necessary to make the following deductions from your security deposit:
* [Reason for Deduction 1]: $[Amount]
* [Reason for Deduction 2]: $[Amount]
* [Reason for Deduction 3]: $[Amount]
The total amount deducted is $[Total Deductions]. Enclosed is a check for the remaining balance of $[Remaining Balance]. An itemized list of deductions with supporting documentation (if applicable) is also included.
If you have any questions regarding these deductions, please contact us at [Your Phone Number] or [Your Email Address] within [Number] days of receiving this letter.
Sincerely,
[Your Name/Property Management Company Name]
How to Write Letter To Tenant For Return Of Security Deposit
Subject Line: Clarity is Key
- Be upfront! Use a clear subject line like: “Security Deposit Refund – [Property Address]” or “Regarding Your Security Deposit at [Property Address]”.
- Avoid ambiguity. A vague subject line might get overlooked.
Salutation: Professional Courteousness
- Address the former tenant by name: “Dear [Tenant’s Full Name],”
- If unsure of the name, use: “Dear Former Tenant,” but strive for specificity.
- Steer clear of informal greetings.
The Opening Paragraph: Set the Tone
- Acknowledge receipt of the keys and the end of the tenancy: “This letter pertains to the security deposit for the property located at [Property Address], which you vacated on [Date].”
- Briefly state the letter’s purpose: “This outlines the disposition of your security deposit.”
- Maintain a neutral, business-like demeanor.
Itemized Deductions (if applicable): The Nitty-Gritty
- List each deduction separately with a succinct explanation. Example: “Repair of hole in living room wall: $75.00”
- Include invoices or receipts as substantiation for each deduction. Transparency is paramount.
- Mention normal wear and tear is *not* deductible, as per most jurisdictions.
- If the deposit doesn’t cover all damage costs, state the remaining balance owed.
The Refund Statement (if applicable): Prompt Remittance
- Clearly state the amount of the refund: “Enclosed is a check for $[Refund Amount], representing the balance of your security deposit after deductions.”
- Specify the method of refund (check, electronic transfer, etc.).
- Indicate the date the refund is being issued.
Closing Paragraph: Cordial Finality
- Express a modicum of goodwill: “We appreciate you as a tenant and wish you well in your future endeavors.”
- Reiterate contact information should the tenant have inquiries: “Please contact us at [Phone Number] or [Email Address] if you have any questions.”
Closing: Formal Regards
- Use a professional closing: “Sincerely,” or “Respectfully,”
- Include your full name and title (e.g., Property Manager, Landlord).
- Ensure the letter is signed.
- Keep a copy of the letter and all supporting documentation for your records.
Frequently Asked Questions: Security Deposit Return Letter
Understanding the proper procedures for returning a security deposit is crucial for landlords. This FAQ section addresses common queries regarding the sample letter for returning a security deposit to a tenant.
What information should be included in the security deposit return letter?
The letter should detail the original deposit amount, any deductions with itemized explanations, and the remaining balance being returned. It must also include the tenant’s forwarding address and the date of the return.
What is the typical timeframe for returning a security deposit?
The timeframe varies by state law, but it is generally between 14 and 60 days after the tenant has moved out and provided a forwarding address. Consult your local regulations for specific deadlines.
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 or repairs required due to tenant negligence.
What happens if the tenant disagrees with the deductions?
Tenants have the right to dispute deductions. They should contact the landlord in writing to express their concerns and provide evidence to support their claim. Mediation or legal action may be necessary to resolve the dispute.
What if I cannot locate the tenant after they move out?
If you cannot locate the tenant, follow your state’s unclaimed property laws. These laws typically require you to hold the funds for a certain period and then remit them to the state.