Landlords generally demand security deposits to safeguard them from the financial losses that are bound to arise outside the normal scope of wear and tear. This deposit has to be returned to the tenant, typically within 30 days after vacating the premises. Failure to do this will usually necessitate drafting a demand letter for a security deposit.
This letter reminds the landlord of his obligation to refund the security deposit. It is often accompanied by a copy of the lease agreement and displays the bank account details via which the deposit has to be channeled. We take a look at the letter in finer detail hereunder.
Templates for United States
How to Write a Security Deposit Demand Letter
Please follow these steps to write this letter well:
Determine whether drafting the letter is necessary
Before you embark on drafting this letter, determine whether that is necessary in the first place. It could be that the window is still open for the landlord to send the deposit. Chances are that the deposit was already sent but has yet to reach you. Make a call to the landlord to clear the air.
Get to know the laws of your state or jurisdiction
Upon certifying that this letter is necessary, you now have to know the laws of your state or jurisdiction regarding this matter. These laws vary from state to state, county to county, and city to city. Educating yourself about these laws in your area will save you from wasting time and effort.
Draft the letter
Get to the core of the matter by drafting the letter now. While drafting this letter, be sure to incorporate the landlord’s name as listed in the lease, the landlord’s address, the original lease date, the relevant state laws, and your reason(s) for demanding the repayment of the security deposit.
Send via Certified Mail
Send the letter via certified to be informed if it has indeed reached the landlord or not. This sending mechanism also guarantees the return of the letter to the sender in the unlikely event that it does not reach the desired recipient. By signing the receipt of this letter, the landlord will, in effect, accept having been notified of the same.
Take further Actions (if need be)
After receiving confirmation that the letter has indeed reached the landlord, give the landlord ample time to respond. If the landlord does not remit the deposit within a realistic timeframe, you have to take further legal action. Visiting the small claims court is one of them.
Purpose of the Security Deposit Demand Letter
This letter serves to notify the landlord of his duty to refund the security deposit. It also spells out the consequences that might befall the landlord in the unlikely event that he fails to honor his obligation within the specified timeframe. It is frequently used as a last resort after earlier attempts to pass the Landlord Act have been met with resistance.
Free Template for a Security Deposit Demand Letter
[Your Full Name]Â Â
[Your Current Address]Â Â
[City, State, ZIP Code]Â Â
[Your Email Address]Â Â
[Your Phone Number]Â Â
[Date of Writing the Letter]
[Landlord’s Full Name or Property Management Company’s Name]Â Â
[Landlord’s or Company’s Address]Â Â
[City, State, ZIP Code]
Subject: Request for Return of Security Deposit for [Rental Property Address]
Dear [Landlord’s Name or Property Manager’s Name],
I am writing to request the return of my security deposit for the property I rented at [Rental Property Address]. My lease agreement, which commenced on [Lease Start Date] and concluded on [Lease End Date], stipulates that the security deposit should be returned within [State-Specific Time Frame, e.g., 30 days] after the lease termination.
Key Details:
- Lease Duration: The lease was effective from [Lease Start Date] to [Lease End Date].
- Property Address: The address of the rental property is [Rental Property Address].
- Security Deposit Amount: The total amount of the security deposit paid was [Amount of Security Deposit].
 Property Condition and Compliance:
- State of Property: I have ensured that the property was left in a clean and undamaged state, consistent with its condition at the start of the lease.
- Move-Out Inspection: [Include details if a move-out inspection was conducted, noting any findings].
Forwarding Address for Deposit:
- New Address: Please forward the security deposit to my new address, which is [Your New Address].
Additional Relevant Information:
- Utility Settlement: All utility bills have been cleared, and accounts are up to date.
- Return of Keys: I have returned all keys and any access devices related to the property.
I anticipate the full return of my security deposit amounting to [Security Deposit Amount]. Should there be any deductions, please provide a detailed itemized statement explaining these charges.
I appreciate your prompt attention to this matter and look forward to a swift resolution. For any further information or queries, please do not hesitate to contact me at [Your Phone Number] or [Your Email Address].
Thank you for your cooperation and assistance.
Sincerely,
[Your Signature – if sending a hard copy]Â Â
[Your Printed Name]
Sample Letter for Security Deposit Return Request
Subject: Request for Return of Security Deposit for 456 Pine Lane
Dear Mr. Thomas Green,
I am writing to request the return of my security deposit for the property located at 456 Pine Lane, Austin, TX, which I vacated on December 31, 20xx. As per our lease agreement dated January 1, 20xx, I am entitled to the return of my security deposit within 30 days of vacating the property.
 Lease and Property Details:
- Lease Term: The lease was effective from January 1, 20xx, to December 31, 20xx.
- Property Address: The rental property in question is 456 Pine Lane, Austin, TX.
- Security Deposit Amount: The amount of the security deposit paid was $1,500.
I have ensured that the property was left in a clean and undamaged condition, consistent with its state at the beginning of my tenancy.
A formal move-out inspection was conducted on December 30, 20xx, in the presence of your representative, Ms. Linda Brown. The inspection confirmed that the property was in good condition, with no damages beyond normal wear and tear.
Please send the security deposit to my new address, which is 789 Maple Drive, Austin, TX 78701.
All utility accounts have been settled, and final bills have been paid. I returned all keys and access devices to the property on December 31, 20xx.
I trust that the property was found in good condition and expect the full security deposit of $1,500 to be returned. If there are any lawful deductions, please provide an itemized statement of such deductions.
I appreciate your prompt attention to this matter. If you have any questions or need further information, please feel free to contact me at (512) 345-6789 or via email.
Thank you for your cooperation.
Sincerely,
Jordan Smith
The Writing Tone
Even though the landlord failed to send the security deposit on time, and you have good reason to be upset, you should not publicly voice your frustration or demonstrate it in the letter. Instead, you should maintain a polite and friendly tone. This is to boost the willingness of the landlord to comply without any severe issues ensuing.
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