When a tenancy ends, nearly every state requires the same two things: return the deposit balance on a deadline, and put any deductions in a written, itemized statement. This free generator writes that letter for you — fill in the tenancy details, itemize any deductions, and copy or print the result. Everything runs in your browser; nothing you type is sent to our servers.
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What a deposit return letter must include
The safe template is the same everywhere: the property, the tenancy end date, the amount held, each deduction described specifically with its dollar amount, the balance returned, and your signature with a mailing address. States differ on the extras — several require receipts or invoices above a threshold, some require the statement to be sworn, and a few require photographs of the damage you're charging for. If you deduct, describe damage in terms a stranger could verify, and never charge for ordinary wear and tear.
When the letter is due
Deadlines run from 14 days (New York) to 60 days depending on the state, and missing them is expensive — in many states a late or missing itemized statement forfeits every deduction, and wrongful withholding exposes you to double or treble damages. Pick your state in the tool above for its deadline and statute, or compare all twenty on our security deposit laws by state reference page.
How to send it
First-class mail to the tenant's last known or forwarding address is the default nearly everywhere; some states require specific delivery methods or allow email only with written consent. Send it with the refund (or the balance-due request), keep a copy, and keep your receipts — the letter is your evidence if the deduction is ever disputed. For the full picture of your state's rules, start with the security deposit glossary entry.