A “Sample Letter To Tenant For Security Deposit” is a pre-written template. Landlords use it to communicate about a tenant’s security deposit. It’s needed when returning the deposit, explaining deductions, or addressing related issues.
Need to write a security deposit letter? Don’t worry, we’ve got you covered. This article provides templates, examples, and samples.
We make it easy to write the perfect letter. Use our samples to craft your own tenant communication.
Sample Letter To Tenant For Security Deposit
[Your Name/Company Name]
[Your Address]
[City, State, Zip Code]
[Date]
[Tenant’s Name]
[Tenant’s Address]
[City, State, Zip Code]
**Subject: Security Deposit Return 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 have assessed its condition.
[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 good condition, as outlined in your lease agreement. Therefore, we are returning your security deposit in full, amounting to [Dollar Amount]. A check for this amount is enclosed with this letter.
* **Option 2 (Partial Refund with Deductions):** After inspecting the property, we found it necessary to make the following deductions from your security deposit:
* [Reason for Deduction 1]: [Dollar Amount]
* [Reason for Deduction 2]: [Dollar Amount]
* [Reason for Deduction 3]: [Dollar Amount]
The total deductions amount to [Total Dollar Amount of Deductions]. Enclosed is a check for the remaining balance of your security deposit, which is [Dollar Amount of Refund], along with an itemized list of the deductions.
* **Option 3 (No Refund):** After inspecting the property, the cost of repairs and cleaning exceeds the amount of your security deposit. Therefore, no refund will be issued. An itemized list of the damages and associated costs is enclosed.
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/Company Name]
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How to Write Letter To Tenant For Security Deposit
1. Crafting a Compelling Subject Line
The subject line is your opening gambit; it must be precise and instantly recognizable. Eschew ambiguity. Instead of a generic “Security Deposit,” opt for something like:
- “Security Deposit Return – [Property Address] – [Tenant Name]”
- “Regarding Security Deposit for [Property Address] – Account Reconciliation”
2. The Salutation: A Matter of Decorum
Formality matters. Avoid overly casual greetings. A professional salutation sets the tone:
- “Dear [Tenant Name],”
- “To [Tenant Name],” (If you’re unsure of their preferred honorific)
3. The Opening Paragraph: Laying the Groundwork
Immediately state the letter’s purpose. Acknowledge receipt of the tenant’s forwarding address and reiterate your intention to return the security deposit, or a portion thereof, as per the lease agreement. Brevity is paramount. Example:
“This letter pertains to the security deposit for the property located at [Property Address], which you occupied until [Date of Vacancy]. As per our lease agreement, this outlines the return of your deposit, or any deductions thereof.”
4. Itemized Deductions: Transparency is Key
If deductions are necessary, enumerate them meticulously. Each deduction must be accompanied by a clear explanation and, ideally, supporting documentation (receipts, photos). Failure to do so risks disputes. Consider this structure:
- Damage: Broken window in the living room. Cost of repair: $150. (See attached invoice).
- Unpaid Rent: Rent owed for the period of [Start Date] to [End Date]. Amount due: $300.
- Cleaning Fees: Excessive filth necessitating professional cleaning. Cost: $100. (Photos attached).
5. Calculating the Remainder: The Sum Total
Clearly state the original security deposit amount, the total deductions, and the remaining balance (if any) being returned. This section should leave no room for misinterpretation. For example:
“Original Security Deposit: $1000
Total Deductions: $550
Amount Being Returned: $450″
6. Method of Return: Specifying the Conduit
Explicitly state how the remaining deposit (or the full deposit, if no deductions were made) will be returned. Include a timeframe. Common methods include:
- A check mailed to the forwarding address provided.
- An electronic transfer to the provided bank account.
Example: “A check for $450 will be mailed to your forwarding address within [Number] days.”
7. Closure and Contact Information: A Final Flourish
End on a professional note. Offer to answer any questions and provide your contact information. This fosters goodwill, even in potentially contentious situations. Appropriate closings include:
- “Sincerely,”
- “Regards,”
Followed by your name, title (if applicable), and contact information (phone number and/or email address). For instance:
Sincerely,
[Your Name]
Property Manager
[Phone Number]
[Email Address]
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Frequently Asked Questions: Security Deposit Return Letter
This section addresses common inquiries regarding the process of sending a security deposit return letter to your tenant. Understand your obligations and ensure legal compliance with this helpful guide.
What information must be included in the security deposit return letter?
The letter must detail the full amount of the original security deposit, any deductions made with itemized lists explaining the reasons for each deduction, and the remaining amount being returned.
When should the security deposit return letter be sent?
The letter, along with any remaining security deposit, should be sent within the timeframe specified by your state’s laws, typically within 14 to 60 days after the tenant has moved out.
How should the deductions be itemized in the letter?
Each deduction should be listed separately with a clear description of the damage or reason for the charge, along with the corresponding dollar amount.
What if the cost of repairs exceeds the security deposit amount?
You should still send a letter outlining the deductions and the remaining balance owed by the tenant, with options for payment or further legal action if necessary.
What if there are no deductions to be made from the security deposit?
The letter should state that the full security deposit is being returned and include the total amount being refunded to the tenant.