This is a letter informing Tenant that Landlord has deducted from the deposit the amounts itemized which are amounts either reasonably necessary to remedy default in the payment of rent, to repair damages to the premises caused by tenant, to clean such premises upon termination of the tenancy, or for other reasonable and necessary expenses incurred as the result of the tenant's occupancy.
A security deposit is a payment required by a landlord from a tenant to cover the expenses of any repairs of damages to the premises greater than normal "wear and tear." Everyday usage is normal wear and tear, but excess damage is a debated definition. A security deposit is not the same as rent. It is money that actually belongs to the tenant but is held by the landlord for tenant-caused damages and sometimes past-due rent. Without the agreement of the landlord, a security deposit may not legally be used as the last month's rent.
Laws vary by state, but some states place a limit on the amount of a security deposit that a landlord may charge. Some states also regulate where residential security deposits must be kept and when interest payments on the security deposits must be made to the tenant. State laws also define the time period after the tenant vacates within which the deposit must be returned to the tenant.
A sample security deposit refund letter from a landlord with tenant withholding is a document that landlords use to communicate with tenants regarding the return of a security deposit, minus any deductions that the landlord has made. This letter serves as proof of the landlord's decision to withhold a certain portion of the security deposit due to damages or unpaid rent. Here is a detailed description of a typical sample security deposit refund letter from a landlord with tenant withholding: [Landlord's Name] [Landlord's Address] [City, State, ZIP Code] [Date] [Tenant's Name] [Tenant's Address] [City, State, ZIP Code] Subject: Return of Security Deposit — Withheld Amount Dear [Tenant's Name], I hope this letter finds you in good health. As the end of your tenancy at [Rental Property Address] has come to an end, I am writing to officially inform you of the refund of your security deposit. However, after carefully assessing the rental property, it has been concluded that certain deductions need to be made from your security deposit to cover expenses resulting from damages and unpaid rent. I would like to outline the deductions that have been withheld from your security deposit: 1. Damages: Upon thorough inspection of the rental property, it was determined that damages beyond normal wear and tear have occurred. The following repairs/replacements were necessary: — [Description of the damage— - [Cost of repair/replacement] — [Photographs, if applicable] Total Deducted Amount: $______ (USD) 2. Unpaid Rent: During the course of your tenancy, it has come to our attention that you have outstanding rent payments, as detailed below: — [Description of outstanding rent payment(s)] — [Rent due dates and amount owed— - [Relevant documentation, such as unpaid rent notices] Total Deducted Amount: $______ (USD) Please note that the total deducted amount of $______ (USD) has been subtracted from the original security deposit amount of $______ (USD). Therefore, the remaining balance to be refunded to you is $______ (USD). To initiate the refund process, kindly provide your preferred mailing address where the refund check can be sent. The refund will be processed within [number of days], following receipt of this letter, and should reach you no later than [date]. In case you disagree with the deductions made, kindly provide a written response within [number of days] from the receipt of this letter. Upon receiving your response, a detailed documentation review will be conducted, and any adjustments deemed necessary will be made accordingly. For any inquiries or further clarification, please do not hesitate to contact me at [Landlord's Phone Number] or [Landlord's Email Address]. I'm more than willing to assist you throughout this process. Thank you for your cooperation and for being a tenant at [Rental Property Name]. We wish you the best in your future endeavors. Sincerely, [Landlord's Name] [Landlord's Signature] [Landlord's Contact Information] Other types of sample security deposit refund letters from landlords with tenant withholding may include variations for different states or jurisdictions, letters for partial withholding or deductions for specific damages, letters for deductions due to cleaning fees, repairs, unpaid utilities, or any other expense directly associated with damages or unpaid rent.
