Security Deposit: Itemized Deduction Statement
Send with copies of receipts, invoices, and photos. Keep a copy and proof of delivery for your records.
Free template from
DiscoveryMark · discoverymark.com
Date sent:
To (Tenant)
Tenant name(s):
Forwarding address:
From (Landlord / Manager)
Name:
Mailing address:
Phone / email:
Tenancy Details
Rental property address / unit:
Tenancy dates: fromtoMove-out inspection date:
Security deposit held: $Interest accrued (if required in your state): $
Itemized Deductions
Be specific. "Cleaning, $400" invites a dispute; "Carpet steam-cleaning to remove pet stains in living room, per attached invoice #1042, $185" holds up. Deduct only for damage beyond normal wear and tear, unpaid rent, or other amounts your lease and state law allow.
| Description of damage / charge (location, cause) | Evidence attached (receipt / invoice / photo #) | Amount |
|---|
| 1. | | $ |
| 2. | | $ |
| 3. | | $ |
| 4. | | $ |
| 5. | | $ |
| 6. | | $ |
| Total deductions | $ |
Refund Calculation
| Security deposit held (plus any required interest) | $ |
| Less: total deductions (from above) | – $ |
| Refund enclosed / amount due to tenant | $ |
If deductions exceed the deposit, the balance owed by the tenant is: $ ______________ , due by ______________ .
Delivery
First-class mail Certified mail, return receipt Personal delivery Email (where permitted): ______________________
Deadline warning: every state sets a deadline for returning the deposit and/or the itemized statement (commonly 14–45 days after move-out), and many specify how it must be delivered. Missing the deadline can forfeit your right to deduct anything and may expose you to multiple-damages penalties. Check your state's security deposit statute before sending.
Landlord / manager signature · Date
This template is provided by DiscoveryMark (discoverymark.com) for general informational purposes only and is not legal advice. Security-deposit rules vary widely by state and municipality; confirm your local requirements or consult an attorney before sending. Want deduction letters generated from a photo-documented move-out record? Visit discoverymark.com.