Security Deposit Return Letter: Free Template, Samples and State Deadlines
A security deposit return letter (also called a security deposit refund letter) tells your former tenant how much of the deposit you are returning, lists every deduction with its reason and cost, and comes with the refund. Send it within your state’s deadline: 14 days in New York, 21 days in California and 30 days in Texas. Florida has its own two step process. Below you’ll find a free security deposit return letter template, 3 sample letters and the rules for California, Texas, Florida and New York.
Free fillable security deposit return letter. It has a deductions table that adds up to the refund, a checklist for receipts and photos, and a delivery record so you can prove when you sent it.
What should a security deposit return letter include?
A clear letter answers the tenant’s questions before they ask, and it is your best evidence if the deposit ever ends up in small claims court. Include:
- The date of the letter and the move out date
- The tenant names and their forwarding address
- The rental address, including the unit number
- The deposit amount, plus any interest your state requires
- Each deduction on its own line: what it was for, why, and the cost
- The total deductions and the amount you are returning
- How you sent the refund (check number, Zelle or ACH)
- Copies of receipts, invoices and photos that back up each deduction
- Your signature and contact information
If the deductions are more than the deposit, show the balance the tenant still owes and how to pay it. Record it on the tenant ledger so the final balance matches your letter.
Normal wear and tear vs damage
You can deduct for damage, unpaid rent and other charges the lease allows, but not for the normal wear that comes from living in a home. Texas and California both say this directly in their deposit laws (Texas Property Code 92.104, California Civil Code 1950.5).
| Usually normal wear and tear (no deduction) | Usually damage (can deduct) |
|---|---|
| Faded or slightly dirty paint after a few years | Holes, crayon or large stains on walls |
| Carpet worn in walking paths | Burns, rips or pet stains in the carpet |
| A few small nail holes from pictures | Broken blinds, doors or windows |
| Loose door handles or worn grout | Missing fixtures, smoke detectors or keys |
| Light scuffs on floors | Deep gouges or water damage from neglect |
Security deposit return letter template
Copy this text, or download the fillable PDF or the Word file and type straight into it, or print it. If you copy the text, replace everything in brackets.
SECURITY DEPOSIT RETURN Date: [date] To: [tenant names] Forwarding address: [address] Rental property: [address, unit] Move out date: [date] Here is the accounting of your security deposit. Security deposit received: $[amount] Interest (if required): + $[amount] Deductions: 1. [item and reason] - $[amount] 2. [item and reason] - $[amount] Total deductions: - $[amount] Amount returned to you: $[amount] The refund is enclosed as check #[number] / sent by [method] on [date]. Copies of receipts and photos for each deduction are attached. If you have questions, please contact me at [phone or email]. Sincerely, [landlord name]
3 sample security deposit return letters
Each example uses made up names and addresses. Change the details to match your lease and your state.
Sample 1: Full refund (Texas)
SECURITY DEPOSIT RETURN Date: 11/12/2026 To: Kevin and Tara Brooks Forwarding address: 902 Cedar Ln, Austin, TX 78745 Rental property: 2210 Elm St, Unit A, Austin, TX 78704 Move out date: 10/31/2026 Thank you for leaving the home clean and in great shape. We found no damage beyond normal wear and tear. Security deposit received: $1,500.00 Deductions: $0.00 Amount returned to you: $1,500.00 Check #2045 for $1,500.00 is enclosed. Sincerely, Mark Ellis (555) 010 3378
Why it works: Texas gives landlords 30 days after the tenant moves out (Property Code 92.103), and this letter goes out in 12. The tenant gave a written forwarding address, which Texas law expects before the refund is due (92.107).
Sample 2: Partial refund with deductions (California)
ITEMIZED STATEMENT OF SECURITY DEPOSIT
Date: 11/14/2026
To: Jenna Park
Forwarding address: 77 Bay St, Apt 4, Oakland, CA 94607
Rental property: 1520 Pine St, Unit B, Sacramento, CA 95814
Move out date: 10/31/2026
Security deposit received: $2,400.00
Deductions:
1. Patch and paint 3 large holes
in bedroom wall (invoice attached) - $180.00
2. Replace cracked bathroom mirror
(receipt attached) - $95.00
Total deductions: - $275.00
Amount returned to you: $2,125.00
Check #3112 for $2,125.00 is enclosed. Photos of each item
before and after the repair are attached.
Sincerely,
Nina Patel
(555) 010 4410Why it works: California requires an itemized statement and the refund within 21 days of move out. When deductions for repairs or cleaning add up to more than $125, attach copies of the receipts or invoices, and photograph the unit before and after the work (Civil Code 1950.5).
Sample 3: Florida notice of claim (step 1 of 2)
Florida works differently. If you plan to keep any part of the deposit, you must first send a notice of claim by certified mail within 30 days, using wording that substantially follows the form in Florida Statutes 83.49(3)(a). The tenant then has 15 days to object.
NOTICE OF INTENTION TO IMPOSE CLAIM ON SECURITY DEPOSIT Date: 11/10/2026 To: Maria Lopez Last known mailing address: 55 Palm Ave, Tampa, FL 33602 Rental property: 418 Oak St, Unit 2, Tampa, FL 33604 This is a notice of my intention to impose a claim for damages in the amount of $350.00 upon your security deposit, due to replacing bedroom carpet damaged by pet urine. It is sent to you as required by s. 83.49(3), Florida Statutes. You are hereby notified that you must object in writing to this deduction from your security deposit within 15 days from the time you receive this notice or I will be authorized to deduct my claim from your security deposit. Your objection must be sent to 1200 Bay Rd, Tampa, FL 33606. James Carter Sent by certified mail on 11/10/2026
Step 2: if the tenant does not object within 15 days, deduct the claim and send the rest of the deposit (here, $1,000.00 of a $1,350.00 deposit) within 30 days of the notice date. Compare your notice with the official form in the statute before you send it. If you are keeping nothing, skip the notice and return the full deposit within 15 days.
Deadlines and rules in CA, TX, FL and NY
| State | Deadline after move out | What the letter needs | Law |
|---|---|---|---|
| California | 21 days | Itemized statement; copies of receipts or invoices when repair and cleaning deductions total more than $125; photos before and after repairs | Civ. Code 1950.5 |
| Texas | 30 days | Written description and itemized list of deductions. Refund is not due until the tenant gives a written forwarding address | Prop. Code 92.103, 92.104, 92.107 |
| Florida | 15 days if no claim; 30 days to send a claim notice | Notice of claim by certified mail (or agreed email) using the statute’s wording; tenant has 15 days to object | Fla. Stat. 83.49(3) |
| New York | 14 days | Itemized statement of deductions. Miss the 14 days and you lose the right to keep any of the deposit | Gen. Oblig. Law 7-108 |
Put the deadline in your records on move out day. Our security deposit tracker has a field for it, along with state interest rules. For every state rule in one place, see our California, Texas, Florida and New York landlord guides.
Massachusetts landlords: the rules there are stricter (an itemized list under oath, a separate interest bearing account and a 30 day deadline). See our Massachusetts security deposit law guide.
How to send it and keep proof
- Use the forwarding address the tenant gave you in writing. If you have none, send it to the last known address.
- Certified mail gives you proof of the date. Florida requires it for a claim notice, unless the tenant agreed in writing to receive notices by email.
- Keep copies of the letter, the check or payment record, receipts and photos with the lease.
- Record it the same day. Close the tenant’s ledger with the deposit, deductions and refund on separate lines, so the final balance is clear.
Our free rent ledger template keeps the deposit separate from rent, so the move out math is quick.
No forwarding address yet and mail keeps coming? See what to do with mail for a previous tenant.
Not sure what you can deduct? See our guide to normal wear and tear vs damage, with examples and a free checklist.
Frequently asked questions
Is a security deposit refund letter the same as a return letter?
Yes. Landlords and tenants use both names for the same letter: it shows how much of the deposit you are refunding, lists each deduction with its cost, and is sent with the refund by your state deadline. In Florida, a notice of claim comes first (see Sample 3 above). The template on this page works as a security deposit refund letter.
How long do I have to return a security deposit?
It depends on the state: 14 days in New York, 21 days in California and 30 days in Texas. Florida allows 15 days if you keep nothing, or 30 days to send a certified mail notice of a claim.
Do I have to send a letter if I return the full deposit?
It is still smart to send one. A short letter showing the full refund, the check number and the date closes the tenancy cleanly and gives you a record.
Can I deduct for normal wear and tear?
No. Deductions are for damage beyond normal wear and tear, unpaid rent and other charges the lease allows. Faded paint and carpet worn from normal use are wear and tear.
Do I need receipts for deductions?
California requires copies of receipts or invoices when repair and cleaning deductions total more than $125. In every state, receipts and photos make a deduction much easier to defend.
What if the damage costs more than the deposit?
Deduct the full deposit, list every cost, and show the balance the tenant still owes. You can ask for payment and, if needed, file in small claims court.
