This is the first letter to send: a clear, dated written request for your deposit back. Sending it in writing (not by phone) starts a paper trail and puts the landlord on notice of the deadline.
Look up your state’s exact deadline in the state deadlines & penalties table and put that number in the brackets.
[Your full name]
[Your new mailing address]
[City, State ZIP]
[Email] · [Phone]
[Date]
[Landlord or property manager name]
[Landlord mailing address]
[City, State ZIP]
Re: Return of security deposit — [former rental address, unit #]
Dear [Landlord name],
I was a tenant at [former rental address] under a lease that ended on
[move-out date]. I returned possession and all keys on that date and left
the unit clean and undamaged beyond normal wear and tear.
At move-in I paid a security deposit of $[deposit amount]. Under [your
state] law, you must return the deposit and/or provide an itemized
statement of any deductions within [X] days of move-out.
Please mail my full deposit of $[deposit amount] to my address above.
My forwarding address is listed above for this purpose.
If you intend to make any deductions, please send a written, itemized
statement with copies of receipts or estimates, as required by law.
Please respond within [X] days of the date of this letter. I would prefer
to resolve this directly and avoid further steps.
Sincerely,
[Signature]
[Your printed name]
How to use it
- Replace every
[bracketed]field. Use the real return deadline from the state table. - Attach your move-out photos/video and the move-in/move-out checklist if you have them (see documenting move-out condition).
- Send it by certified mail with return receipt and keep a copy — see how to send certified mail.
Watch the clock. If your state requires a written forwarding address before the landlord’s deadline starts or before you can recover a penalty (notably Texas, Ohio, and Michigan — Michigan within 4 days of moving out), this letter doubles as that notice, but confirm the requirement in the state table.
If the deadline passes with no response, escalate with the formal demand letter.