Security Deposit Dispute Letter Template

What the letter has to do#

If your deposit has not come back, the accounting is missing, or you disagree with deductions, put the facts and your request in writing. This template helps you identify the amount in dispute, explain your reasons, and keep a record of the exchange.

Choose the paragraph that matches your situation, attach copies of relevant evidence, and check the rules that apply to your rental before citing a deadline.

Check the applicable deadline: California and Texas examples#

The deadline and what starts it depend on the applicable state and local rules. These two examples are not a nationwide deadline guide. Check the rule for your rental, including any forwarding-address or notice requirements.

• California requires an itemized accounting and any remaining refund no later than 21 calendar days after the tenant vacates, under Civil Code section 1950.5(h). For repair and cleaning deductions, the statute also sets supporting-document and photograph requirements, with exceptions and provisions for later documentation in specified circumstances. Check these requirements when asking the landlord to explain a charge.
• Texas generally requires the refund by the 30th day after surrender of the premises, but the landlord is not obligated to refund or account until the tenant supplies a written forwarding address. Itemization also has an exception when the tenant owes rent at surrender and the amount owed is undisputed. See Texas Property Code sections 92.103, 92.104, and 92.107. Section 92.1041 establishes a presumption of timely refund or accounting when it is mailed and postmarked by the deadline. Under section 92.109, bad-faith retention can result in liability for $100 plus three times the portion wrongfully withheld and reasonable attorney’s fees in a suit to recover the deposit. A late refund or accounting is not an automatic penalty award.

Record the applicable deadline, the event that starts it, and when you supplied any required forwarding address. Your requested response date is separate: it does not replace a statutory deadline or extend the time you have to take legal action.

Build your security deposit dispute letter#

Copy the shared opening and closing below. Insert the paragraph that fits your situation from the three options that follow, replace each remaining placeholder, and remove unused lines. Cite a statute only after checking that it applies to your rental.

Option 1: The refund is missing#

“As of [date], I have not received the remaining security deposit of $[amount]. [If verified: Under [applicable rule], the refund was due by [date], based on [the event and any required conditions].] Please return the amount owed and explain any amount you believe you are entitled to retain.”

Option 2: The accounting is missing#

“As of [date], I have not received an itemized accounting of my security deposit. [If applicable: I received a refund of $[amount] on [date], leaving $[amount] withheld.] Please provide the required itemized accounting and any supporting documentation required by [applicable rule], and return any remaining amount owed.”

Option 3: You dispute specific deductions#

“Your statement dated [date] deducts $[total]. I dispute $[amount] for [items], for the reasons and evidence listed below. I do not dispute [items and amounts, if any]. Please return the disputed amount or explain the basis for each charge with any supporting documentation required by the applicable rule.”

For disputed deductions, list each charge separately with the amount you challenge and the evidence supporting your objection. Keep the letter as short as the facts allow; do not omit a material point to meet a one-page limit.

A worked example#

This example is fictional and illustrates how to dispute particular deductions. It does not establish whether a landlord met a jurisdiction’s deadline. The requested 14-day response period is the tenant’s request, not a statement of state law.

"I vacated 2117 Alder Street, Unit 4, on July 31 and returned both keys that afternoon. My security deposit was $2,400. On August 26 I received a $1,250 refund and a statement deducting $1,150: $600 for carpet replacement, $350 for painting, and $200 for cleaning.

I dispute the carpet and painting charges. The signed move-in inspection described the carpet as ‘worn, stained near entry.’ My move-out photos show its condition at the end of the tenancy. I also dispute the painting charge: the walls show only the small nail holes I filled, as shown in the enclosed photos. Please explain what damage beyond ordinary wear you believe required these charges and provide supporting documentation. I do not dispute the $200 cleaning charge.

Please return the disputed $950 or send an explanation of those charges within 14 days of this letter. Copies of the inspection form and dated move-in and move-out photos are enclosed."

The table separates the landlord’s charges from the amount being challenged. In your letter, connect each objection to specific evidence and state the total you are requesting.

What counts as evidence#

The letter is strongest when it points to documents you already have. Gather these before you write:

1. The lease, especially the deposit clause and any cleaning or repair terms.
2. Move-in and move-out inspection forms, signed by both sides if you have them.
3. Original move-in and move-out photo files, with available date metadata preserved. Label what each photo shows and when it was taken.
4. The itemized statement and any refund record. Keep the original mailing envelope, if available, including any postmark.
5. Your written forwarding-address notice and any record of when and how it was provided.

Send copies, never originals. The guide to Certified Mail as evidence explains the different mailing and delivery records you can retain.

Choose the mailing record you need#

Check the applicable notice and delivery requirements before choosing a mailing method. A letter date, a USPS acceptance record, and a delivery record document different events; none makes every fact about a dispute incontestable.

Certified Mail provides a mailing receipt and electronic verification of delivery or attempted delivery. It adds a $5.55 fee to postage. At the counter, ask the clerk to postmark the receipt if you need a record of USPS acceptance. A machinable 1 oz stamped letter sent Certified costs $6.37; add $2.91 for an electronic Return Receipt if you want the signature for your own file. The Certified Mail cost guide shows the combinations. If a letter is unclaimed, USPS generally holds it for 15 days before return; the guide to refused and unclaimed Certified Mail covers what that means for your record.

Ordinary First-Class Mail may suit an informal request that does not require a specific mailing or delivery record. Your dated file copy records your wording; it is not USPS proof of acceptance or delivery. Sending it online through Postmarkr starts at $2.05 for a one-page black-and-white letter and provides processing milestones in your dashboard. Those milestones are not a USPS Certified Mail receipt or signature record. Certified Mail is not currently available through Postmarkr.

Use the recipient and notice address required by the applicable rules and your lease. Confirm the correct destination rather than assuming the on-site office accepts formal notices. The envelope addressing guide covers suite and unit lines. The Certified Mail guide explains what the delivery record does and does not prove.

If the dispute remains unresolved#

Check your local court’s claim limit, filing requirements, and deadlines before deciding whether to file. Include any requested statutory damages when checking the limit. Keep the lease, inspection forms, photos, correspondence, and mailing records together. Seek court self-help or legal-aid guidance if you are unsure which procedure applies.

A clear letter gives the landlord a specific request to answer and helps organize your record of the dispute. It does not guarantee a refund.

This page is general information about writing and mailing a letter, not legal advice. Deposit rules, deadlines, and penalties vary by state and sometimes by city; confirm the statute that applies to your rental.