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Security Deposit Deduction Letter Generator
Build an itemized deduction letter with the correct statutory language for your state. Enter the deposit details, add your deductions, and copy or print the finished letter.
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Short answer
A deposit deduction letter itemizes every charge against the tenant's security deposit, references the applicable state statute, calculates the refund amount, and states the return deadline. This tool generates that letter for any state — enter the details below and copy or print the result.
What to include in a deduction letter
A complete security deposit disposition letter includes:
- Property address and tenant name: Identifies the tenancy.
- Move-out date: Starts the clock on the statutory return deadline.
- Original deposit amount: The total security held.
- Itemized deductions: Each deduction with a specific description and dollar amount. Vague entries like "damages" are not sufficient.
- Refund amount: The deposit minus total deductions.
- Statutory reference: The state law that governs the return and itemization requirements.
Many states also require receipts, invoices, or photographs to accompany the letter when deductions exceed a certain threshold.
Frequently asked questions
What is a security deposit disposition letter?
A security deposit disposition letter is the written, itemized statement a landlord sends to a former tenant accounting for how their deposit was used. It lists each deduction (with a description and amount) and the remaining balance being returned. Most states require this letter by statute.
When do I have to send the deduction letter?
The deadline is set by your state's landlord-tenant statute. It ranges from 14 to 60 days after the tenant vacates. Missing the deadline can result in forfeiting your right to claim deductions or owing penalties. Use the calculator on this page to see your state's deadline.
What deductions can I include?
You can deduct for damage beyond normal wear and tear, unpaid rent, and cleaning needed to restore the unit to its condition at move-in (beyond ordinary cleaning). You cannot deduct for normal wear and tear, pre-existing damage, or general maintenance.
How should I send the disposition letter?
Most states require the letter to be mailed to the tenant's last known or forwarding address. Some states accept certified mail, and newer amendments in states like Florida and Texas allow email delivery under certain conditions. Check your state statute for the permitted delivery methods.
What if my deductions exceed the deposit amount?
If legitimate deductions exceed the deposit, the letter should document every deduction and note the remaining balance owed by the tenant. Whether you can collect that balance depends on your state's law and the lease terms. Consult an attorney before pursuing the balance.
Back your deductions with evidence
ProFlow360 captures timestamped, room-by-room inspection photos at move-in and move-out. When you need to justify a deduction, the side-by-side comparison is already organized.
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