ClauseryFree security deposit return letter template (Word)
A landlord's itemized statement of what happens to a tenant's security deposit after they move out: the deposit and any interest, a list of deductions with amounts, the total deducted, the amount refunded and how it is paid, and optional receipts.
No sign-up. Your answers stay in your browser. Who it is for: Landlords and property managers returning a deposit after a tenant moves out, especially where the law requires an itemized statement by a deadline.
Updated · Word (.docx) · Free to use and adapt
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What is in the security deposit return letter
- Date, tenant, forwarding address and property
- Move-out date and deposit amount
- Optional interest on the deposit
- Full refund, or a list of deductions with amounts
- Total deductions and the amount refunded
- How the refund is paid
- What deductions can cover, with optional receipts enclosed
- Contact details and signature
Read the full template
This is the complete wording. [Labels] are filled in from your answers, and highlighted text only appears when it applies; hover over it to see when.
[Letter date]
[Tenant name]
[Tenant forwarding address]
Re: Security deposit for [Property address]
Dear [Tenant name],
Your tenancy at [Property address] ended on [Move out date]. This letter explains what is happening to your security deposit of [Deposit amount], plus interest of [Interest amount].
We are returning your deposit in full.We have made the following deductions:
- [Deduction description]: [Deduction amount]
Total deductions: [Total deductions]. We are paying you [Refund amount] by [How paid].
Deductions are only for unpaid rent, damage beyond normal wear and tear, and other charges your lease allows. Copies of the invoices and receipts for the work are enclosed.
If you have any questions about this letter, please contact [Landlord contact name] at [Landlord phone] or [Landlord email].
Sincerely,
____________________________
[Landlord name]
The questions you answer
Clausery turns the template into a short questionnaire. Optional parts only appear when they apply.
| Question | Type | Asked when |
|---|---|---|
| Letter date | Date | Always |
| Tenant name | Short text | Always |
| Tenant forwarding address | Long text | Always |
| Property address | Long text | Always |
| Move out date | Date | Always |
| Deposit amount | Money | Always |
| Includes interest | Yes / no | Always |
| Interest amount | Money | If “Includes interest” is yes |
| Has deductions | Yes / no | Always |
| Deductions For each item: Deduction description, Deduction amount | Repeating group | If “Has deductions” is yes |
| Total deductions | Money | If “Has deductions” is yes |
| Refund amount | Money | Always |
| How paid | Short text | Always |
| Includes receipts | Yes / no | If “Has deductions” is yes |
| Landlord contact name | Short text | Always |
| Landlord phone | Phone | Always |
| Landlord email | Always | |
| Landlord name | Short text | Always |
How to use it
Open it
Click Fill it in now. The template opens in Clausery with its questionnaire ready.
Answer the questions
Work through the sections. Drafts save as you type, on your device.
Download the document
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Prefer to start from your own wording? Download the Word file, edit it, keep the {tags}, and upload it to Clausery. See the template syntax.
Questions
How long do I have to return a security deposit?
It depends on the state, and the deadlines are strict. California allows 21 days after the tenant moves out and New York 14 days, for example, each with an itemized statement of deductions. Missing the deadline can mean losing the right to keep any of the deposit, or paying a penalty.
What can I deduct from a security deposit?
Generally unpaid rent, cleaning needed to return the home to its move-in condition, and repairs for damage beyond normal wear and tear. Normal wear, such as faded paint or light carpet wear, usually cannot be charged. Keep receipts and move-in and move-out photos.
Do I have to pay interest on the deposit?
Only in some states and cities. Tick the interest option if the law where the property is requires it, and enter the amount.
Is it really free?
Yes. The download is free, and filling it in with the Clausery app is free too, with unlimited documents. Library templates never count towards a plan limit, and no account or card is needed.
Is my information uploaded anywhere?
No. Clausery runs entirely in your browser. Your answers and the finished document are created and stored on your own device.
Is this legal advice?
No. These are general samples. Laws differ between countries and states, so have the wording reviewed for your situation before you rely on it.
Guide: How to return a security deposit: deadlines and deductions
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This template is a general sample and not legal advice. Laws vary by jurisdiction; have it reviewed before use.