Writing a Security Deposit Return Letter (with Sample)

Landlords require security deposits to protect against any damage done to the property by a tenant. If walls are damaged, appliances broken, carpet stained beyond repair or a number of other property damage possibilities, the landlord needs to have the damage repaired before he or she can rent to another tenant. It’s only fair that the tenant who damaged the property pay for the repairs. It is usually taken out of the security deposit. 

Writing a Security Deposit Return Letter

​It is not unusual for landlords and property management companies to return little or none of a security deposit. If the landlord wants to subtract money for repairs, he or she is obligated to document the reasons they are keeping part of the money. The tenant can dispute these reasons especially if he or she has records, in the form of photographs and signed statements, about the original condition of the property and the condition at the time of vacating.

Before asking for a security deposit to be returned, the tenant must review their lease contract to make sure they are following the written agreements. If the tenant violates any agreements, he or she may not be able to get the full deposit back.

It is recommended that the tone of the letter be friendly and polite. This will increase the landlord’s willingness to comply. The tenant shouldn’t express anger or sarcasm in the letter. It should be to the point, but friendly. 

The landlord should have examined the property at the time the tenant moved out and given a signed list of things that need to be repaired. The cost of these repairs will be subtracted from the tenant’s security deposit. Whatever written agreement is given by the landlord, whether it is to return the whole sum or part of it, they are legally bound to do. If they don’t, the tenant is within his or her rights to send a security deposit return letter. If this letter doesn’t cause the landlord to return the deposit, the tenant can take the landlord to small-claims court to get the deposit back.

It is recommended that the tenant appeal to the landlord informally by phone or in person to return the deposit. If this doesn’t get results, a security deposit return letter will be required. The letter should give a clear deadline when the deposit needs to be returned, after which the tenant will go to court. The deadline may be from five to 10 days and the last date should be mentioned. The letter should also state what will happen if the deposit isn’t returned by the given date.

If the tenant has to take further action, they should compile all the documents needed. These may include:

• Receipts and bank records that prove the deposit was paid
• Receipts and bank records that prove the full rent was paid and is not in arrears
• Photos of the property before the tenant moved in as well as photos when they moved out to prove that the property is in as good or better condition

Below are sample security deposit return letters. It may be used as a legal document if the tenant needs to take the landlord to court, so it should be written in formal business-letter style and sent by certified mail, courier or other service that will give the tenant a return receipt. This receipt is proof that the letter was received. 

Sample 1 - Security Deposit Return Letter (from Tenant)
Name of Tenant
Current Address of Tenant
City, State, Zip Code

DATE

Name of Landlord
Address of Landlord
City, State, Zip Code

RE: Return of security deposit

Dear Name of Landlord:

I was your tenant at Address of Apartment for three years and always paid my rent on time. When I had to leave the state for a new job, I gave you the required 30 days’ notice in writing as well as my new address. Since I had the apartment professionally cleaned, and you agreed in writing that it was in good shape, I expected to get my full security deposit of $1,500 returned. 

It has been three months since I moved out and I have not heard from you about my security deposit. I know my rights under the Name of State’s laws and expect to receive my money within 10 days of the date of this letter by DATE. If I don’t receive the money or hear from you about the issue, I will be forced to take the matter to small-claims court and expect to get my deposit as well as any additional damages that are allowed under state law. 

If you have any questions, you can reach me at Phone Number or at Email Address. Please mail my security deposit to the above address.

Sincerely,

Signature of Tenant

Printed Name of Tenant

Sample 2 - Security Deposit Return Letter (from Landlord)
Name of Landlord
Address of Landlord
City, State, Zip Code

DATE

​Name of Tenant
Current Address of Tenant
City, State, Zip Code

RE: Return of security deposit

Dear Name of Tenant:

This letter is in regards to the security deposit of AMOUNT that was placed on our rental contract dated DATE. The rental home was located at ADDRESS. I want to thank you for taking good care of the property, always paying your rent on time and making sure the home was in great condition for showing potential buyers.
​
While the home was in good condition, there are a few charges that I must deduct from the security deposit. First, your contract said that you would be out by DATE and that you would give a 30 day notice to vacate the premises. I only received 10 days’ notice that you were leaving, and thus I have been left to suffer from vacancy loss. The state of Ohio allows me to charge up to one month of vacancy loss. You paid a pro-rated rent amount of only AMOUNT, when I was entitled to the full months’ rent. Because of this, I must deduct AMOUNT from the deposit. I have attached your letter to vacate the premises as proof that the property was left before the lease was officially over.

There were a few other damages in the home. I needed to replace the living room, bedroom and kitchen blinds. The total cost for this was AMOUNT. I also had to repaint the kids bedroom. Because you only lived there for one year and it was painted prior to move in, I must make you 50% responsible for the new paint job. The paint estimate was AMOUNT and I will charge you AMOUNT. In total, I am deducting AMOUNT from the DEPOSIT to cover the damages and insufficient rent payment. A refund in the amount of AMOUNT is enclosed. If you should have any questions, please feel free to contact me at 740-779-2193.

Sincerely,

Signature of Landlord
Printed Name of Landlord

By Andre Bradley
​