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Security deposit return letter
After the tenant moves out, send an itemized statement: the deposit, each deduction, and the amount you return. Download a PDF or copy the text.
Move-out inspection checklist · Late rent notice · Lease renewal letter
What to include
- The deposit amount you held, plus any interest your state or city requires.
- Each deduction with what it was for and how much: unpaid rent, repairs beyond normal wear and tear, cleaning to return the unit to its move-in condition.
- The amount returned, or the balance the tenant still owes.
- Proof: receipts, invoices, and photos from your move-out inspection.
Deadlines by state
Send the letter to the tenant's forwarding address before your state's deadline. Examples, checked against the statutes in October 2026:
| State | Deadline | Source |
|---|---|---|
| New York | 14 days after the tenant moves out; a landlord who misses it loses the right to keep any part of the deposit. | Gen. Oblig. Law § 7-108(1-a)(e) |
| Florida | 15 days to return it in full; 30 days to send a notice of claim by certified mail (or email under § 83.505), in the statutory wording. | Fla. Stat. § 83.49(3)(a) |
| California | 21 days. Over $125 of repair and cleaning deductions, include copies of receipts or invoices, and photos where the photo rules apply. | Civil Code § 1950.5(h) |
| Massachusetts | 30 days after the tenancy ends. | G.L. c. 186 § 15B(4) |
| Virginia | 45 days after the tenancy ends or the tenant moves out, whichever is later. | Code § 55.1-1226 |
Can I deduct for normal wear and tear?
No. Faded paint, small nail holes and light carpet wear are normal wear and tear. Deductions cover damage beyond that, unpaid rent and, in many states, cleaning to the move-in condition.
What if the tenant left no forwarding address?
Mail it to the last known address, usually the rental itself, and keep proof of mailing. Some states have specific rules for this case.
This letter is a template for routine landlord communication, not legal advice. Check the current law for your state and city before you rely on it.
Related: move-in checklist · rent ledger · all guides