The security deposit letter most landlords get wrong
Most states require a landlord to give a departing tenant a written, itemised statement of deposit deductions within a set number of days. Miss it and the consequence is not a telling-off — in a number of states it forfeits the right to deduct anything at all, and exposes the landlord to a penalty of two or three times the deposit.
The four things that decide these disputes
- The deadline. It varies by state, it is counted from a specific event, and you need proof of the date you sent it.
- Itemisation. "Cleaning and damages — $800" is not an itemisation. Each deduction needs its own line, amount and reason.
- Ordinary wear and tear. Repainting, carpet ageing and minor marks from normal living are generally not deductible. This is the single most common overreach.
- Depreciation. If a repair replaces something that still had useful life left, most states expect the deduction to be depreciated rather than charged in full.
Evidence beats argument
Move-in and move-out condition records, photographs, and receipts or estimates for every repair. Small claims courts decide these cases on documentation, and the party who kept contemporaneous records usually wins.
The tool
The Security Deposit Statement in the Landlord & Rentals pack produces the itemised statement and walks the checks above. It deliberately does not hardcode your state's deadline — you enter it, because those numbers differ and change, and a stale figure that looks authoritative is worse than none.
This is paperwork help, not legal advice. Confirm your own state's rules.