A “Sample Letter To Tenants For Keeping Security Deposit” is a notice. Landlords use it to tell tenants why they are keeping the deposit. This usually happens when a tenant moves out. The landlord might need to cover unpaid rent or damages.
Need to write such a letter? It can be tricky. Don’t worry, we can help!
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Sample Letter To To Tenants For Keeping Security Deposit
[Your Name/Company Name]
[Your Address]
[City, State, Zip Code]
[Date]
[Tenant’s Name(s)]
[Tenant’s Address]
[City, State, Zip Code]
**Subject: Security Deposit Retention – [Property Address]**
Dear [Tenant’s Name(s)],
This letter concerns the security deposit you paid for the property located at [Property Address], which you vacated on [Date of Vacancy].
We are retaining $[Amount] of your security deposit. The reasons for this retention are outlined below:
* [Specific Reason 1: e.g., Damage to walls beyond normal wear and tear: $[Cost]]
* [Specific Reason 2: e.g., Unpaid rent for the month of [Month]: $[Amount]]
* [Specific Reason 3: e.g., Cleaning fees due to property not being left in a clean condition: $[Cost]]
Attached to this letter is an itemized list detailing these deductions, along with copies of receipts/invoices where applicable.
The remaining balance of your security deposit, $[Amount], will be mailed to you at your forwarding address: [Forwarding Address] within [Number] days, as required by law.
If you have any questions regarding these deductions, please contact us at [Phone Number] or [Email Address].
Sincerely,
[Your Name/Company Name]
How to Write Letter To To Tenants For Keeping Security Deposit
Subject Line: Clarity is Key
- Begin with a straightforward subject line. “Security Deposit Retention – [Address]” is a solid choice.
- Avoid ambiguous language. Honesty from the get-go mitigates potential acrimony.
Salutation: A Formal Overture
- Use “Dear [Tenant Name(s)],” for a professional tone.
- Refer to all tenants named on the lease. Inclusivity is paramount.
Opening Paragraph: Setting the Stage
- Reference the lease agreement and the property address explicitly.
- State your intent to retain a portion (or all) of the security deposit. Brevity and directness are beneficial.
- Indicate that the letter serves as a formal notification, as mandated by tenancy laws.
Body Paragraphs: Delineating the Deductions
- Detail each reason for the deduction meticulously.
- For damages, describe the issue, its location, and how it deviated from the property’s original condition.
- Include receipts or invoices for repairs or cleaning services. Transparency fosters understanding.
- If no deductions are being made, state that the full deposit is being returned.
Itemized List: The Devil is in the Details
- Present a clear, itemized list of all deductions.
- Include the cost associated with each deduction.
- Provide a running total of deductions and the remaining balance (if any).
- Use a table format for enhanced readability.
Closing Paragraph: A Cordial Conclusion
- Reiterate the remaining security deposit amount (if applicable) and the method of return.
- Specify the timeframe for the return (e.g., within 30 days, as per the lease agreement).
- Express willingness to answer questions or provide further clarification.
- Maintain a civil tone, even if the circumstances are contentious.
Sign-off: Professionalism Prevails
- Use a formal closing, such as “Sincerely,” or “Respectfully,”.
- Include your name, title (e.g., Landlord, Property Manager), and contact information.
- Keep a copy of the letter for your records. Documentation is indispensable.
Frequently Asked Questions: Security Deposit Return Letters
This section addresses common inquiries regarding security deposit return letters. It aims to provide clarity on the process of communicating deductions to tenants and ensuring compliance with relevant regulations.
What information should be included in a security deposit return letter?
A security deposit return letter should include the original amount of the security deposit, any deductions made with itemized explanations, the remaining amount being returned, and the date of the return. Also, include how the refund is being delivered (e.g., check, electronic transfer).
How should I document deductions from a security deposit?
Deductions must be clearly documented with specific details, including the reason for the deduction (e.g., damage beyond normal wear and tear), the cost of repair or replacement, and any supporting documentation such as invoices or photographs.
What is considered “normal wear and tear” versus damage?
“Normal wear and tear” refers to the natural deterioration of the property due to normal living conditions. Damage involves destruction or defacement of the property beyond what is expected from normal use, often due to negligence or abuse.
What is the timeframe for returning a security deposit?
The timeframe for returning a security deposit varies by state and local laws. It is crucial to know and comply with the specific regulations in your jurisdiction, as failing to do so can result in penalties.
What if a tenant disagrees with the deductions made from their security deposit?
If a tenant disagrees with the deductions, they should be encouraged to communicate their concerns in writing. Review their concerns, provide additional documentation if available, and attempt to reach a resolution. If a resolution cannot be reached, the tenant may have the option to pursue legal action.