Guide

Writing a deposit return letter

The deposit conversation goes best when it is boring: a short letter, an itemised list of any deductions, and the balance returned, in writing, on time.

Itemise every deduction

"Cleaning" invites an argument; "Oven deep-clean after grease build-up: $80" closes one. Each deduction gets a reason and an amount, and the letter shows the total and the balance.

Show the arithmetic

Deposit, minus listed deductions, equals balance returned. When the tenant can follow the numbers in ten seconds, most disputes never start.

Keep the tone factual

The letter is a record, not an accusation. State what was deducted and why, and invite the tenant to reply in writing if anything looks wrong.

Deadlines are local

Many places set strict deadlines and rules for returning deposits, and some prescribe the process. This is a general template, not legal advice; check the rules where your property is before you rely on it.

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