A deposit return letter can help show the original deposit, any permitted deductions, and the amount refunded. It must be adapted to the property’s state and local law. Deadlines, permitted charges, interest, required documents, and delivery methods vary. This is a blank accounting aid, not a ready-to-send legal notice.
Blank accounting letter
[DATE] [TENANT NAME] [ADDRESS FOR DELIVERY] Re: Deposit for [PROPERTY AND UNIT] Move-out date: [DATE] Original deposit: $________ Interest or other credits, if required: +$________ Itemized deductions, if allowed by law: 1. [REASON AND SUPPORT] -$________ 2. [REASON AND SUPPORT] -$________ Total deductions: $________ Amount returned: $________ Refund method and date: __________ Required supporting documents: __________ [LANDLORD OR MANAGER NAME AND CONTACT]
Check the figures and local rules before sending. Keep a copy of the letter, any required documents, refund evidence, and delivery evidence. Do not treat ordinary wear as damage without checking the governing law.
Official examples, not nationwide rules
The California Courts guide describes a 21-day return or itemized-statement period after move-out and generally requires invoices or receipts when deductions exceed $125. The Massachusetts guide describes a 30-day framework with a different timing rule for some tenants who leave before a written lease ends. These examples cannot substitute for the rules that apply to a particular rental.
For federal income-tax records, the IRS Publication 527 distinguishes refundable deposits from amounts kept or used as rent. Track deposits and their disposition separately from ordinary rent receipts. State accounting rules may add other requirements.
General information, not legal or tax advice. Review the current law for the rental location before using a letter.