Security Deposit Return Letter Generator
List each deduction, and the letter totals them, works out the refund or the balance still owed, and lays it out as an itemized statement ready to sign and mail. Free, no sign-up, and nothing leaves your browser.
[Landlord or property manager]
October 8, 2026
[Tenant name(s)]
[Tenant forwarding address]
Re: Security Deposit Itemization for [Property address and unit]
Dear [Tenant name(s)],
Thank you for your tenancy at [Property address and unit]. You moved out on [Move-out date], and this letter is the itemized statement of your security deposit, including any deductions for unpaid rent, cleaning, or damage beyond normal wear and tear.
Security deposit received: [$ deposit] Deductions: none Amount returned to you: $0.00
The deductions above equal the full deposit, so no refund is due.
Receipts and estimates for the charges above are available on request. If you have any questions about this statement, please contact me at [phone or email].
Sincerely,
[Landlord or property manager]
Nothing you type leaves your browser. Deadlines, required wording, and allowed deductions depend on your state and lease; check them before you send.
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Send a free rental verificationWhat to include in a security deposit letter
- The tenant's name and forwarding address, and the rental address with unit number
- The move-out date and the full deposit amount, plus any interest your state or city requires
- Each deduction on its own line, with what it was for and what it cost
- The total deducted and the amount refunded, or the balance the tenant still owes
- How the refund is being paid, your signature, and a way to reach you
Damage vs. normal wear and tear
A deposit covers unpaid rent and damage, not the ordinary aging of a unit. Faded or scuffed paint, light carpet wear, small nail holes, and worn grout are normal wear and tear. Large holes in walls, pet stains or odors, broken blinds or fixtures, and a unit left dirty or full of belongings are not.
Charge what the repair actually cost, and keep receipts plus dated photos from move-in and move-out. A clear, itemized letter with that backup is the best protection if a tenant disputes a charge in small claims court.
Deadlines and state rules
Most states give landlords 14 to 45 days after move-out to return the deposit or send the itemized list, and missing the deadline can forfeit the right to keep any of it. Michigan allows 30 days and requires specific wording telling the tenant to respond within 7 days, which you can add above. Some states also require interest on deposits.
Check the numbers with the security deposit calculator, prorate the final month with the prorated rent calculator, and screen the next tenant with a free rental verification.
Frequently asked questions
What should a security deposit return letter include?
The tenant’s name and forwarding address, the rental address, the move-out date, the deposit amount, any interest owed, each deduction with a description and dollar amount, the total deducted, and the amount refunded or still owed. Sign and date it, and keep a copy.
How long does a landlord have to send the itemized list?
It depends on the state, usually 14 to 45 days after the tenant moves out. Michigan requires the itemized list of damages within 30 days after the tenancy ends. Missing the deadline can mean losing the right to keep any of the deposit.
What can a landlord deduct from a security deposit?
Unpaid rent and fees owed under the lease, cleaning needed to bring the unit back to move-in condition, and repairs for damage beyond normal wear and tear. Faded paint, light carpet wear, and small nail holes are normal wear and generally cannot be charged.
Does Michigan require specific wording?
Yes. A Michigan itemized list of damages must tell the tenant they have to respond by mail within 7 days or forfeit the amount claimed. Choose Michigan under State notice wording to add that sentence. It prints in bold type larger than the rest of the letter, as the law requires.
Should I include receipts with the letter?
Many states require receipts or estimates on request, and a few require them with the letter for larger charges. Attaching them, along with move-in and move-out photos, makes the deductions much easier to defend if the tenant disputes them.
Is this security deposit letter template free?
Yes. There is no account or sign-up, and everything runs in your browser. Print the letter or save it as a PDF from the print dialog.
Templates are general information, not legal advice. Security deposit rules depend on your lease, state, and city.