Security Deposit Refund Letter
Ask once, in writing, with the numbers already done.
Free, no sign-up. 4 sections. Edit it to fit your own transaction.
Deposits are usually withheld for one of three reasons: a genuine deduction, a disagreement about the condition of the flat, or simple delay. A written request handles all three better than a sequence of phone calls, because it fixes the amount, the date and what you say was agreed, and it gives the landlord something to respond to rather than deflect.
Send it only after you have handed back the keys and settled the bills, and attach your evidence. Keep the tone straightforward — most deposits are returned after the first written request, and the ones that are not are much easier to pursue when a clear letter already exists.
Before you send it
Every item here makes the letter harder to argue with.
Keys handed back, and a record of the date
Final electricity, water and gas readings photographed on the day you left
Final bills paid, with receipts
Society dues, if any were your responsibility, cleared
Move-in photographs and defect list located, ready to attach
Move-out photographs taken of the empty flat
Rent paid up to the last day, with receipts
Deposit amount and the agreement clause about its return, both to hand
Heading
[Tenant name]
[Current address]
[Phone] · [Email]
Date: [date]
To: [Landlord name]
[Landlord address]
Subject: Refund of security deposit — [address of the rented premises]
Body
Dear [Landlord name],
I vacated the premises at [full address] on [date] and handed the keys to [name] on the same day. The tenancy was under the agreement dated [agreement date].
A security deposit of [amount] was paid on [date of payment]. Rent has been paid in full to [last date covered], and the final electricity, water and gas bills have been settled — copies are attached, together with the meter readings photographed on the day I vacated.
The flat was returned in the condition it was received, allowing for normal wear. I attach the photographs and the defect list sent to you on [date of the move-in message], and photographs of the flat taken after it was emptied.
[Where a deduction has been discussed: "We discussed a deduction of [amount] for [reason]. On that basis the balance due is [amount]." Where no deduction has been raised: "No deduction has been raised with me to date."]
I request that [amount] be transferred to the account below by [a specific, reasonable date]:
Account name: [name] · Account number: [number] · IFSC: [code] · Bank and branch: [details]
If you consider any deduction is due, please let me have it in writing with the amount and the reason, together with a bill or estimate, so that it can be settled quickly.
Thank you for your help during the tenancy.
Yours sincerely,
[Signature]
[Tenant name]
Attachments to list
Copy of the rent agreement
Receipt for the security deposit
Final utility bills and payment receipts
Photographs of the meter readings on the day of vacating
Move-in photographs and the defect list, with the date they were sent
Photographs of the flat after it was emptied
Do the arithmetic for them
State the deposit, state anything you accept should be deducted, and state the balance. A letter that asks for a specific figure is answered with a payment or a counter-figure; a letter that asks for "my deposit" is answered with a delay. Being visibly reasonable about a genuine deduction makes the rest of the request much stronger.
Attach the move-in record
This is what the move-in checklist was for. A defect list sent on the day you took the keys, with photographs, ends most arguments about whether a mark was already there. Reference the date it was sent, because the date is the part that makes it persuasive.
Give a date, then follow up once
Ask for payment by a specific and reasonable date rather than "at the earliest". If it passes, send one short follow-up referring to the letter, and keep it factual. If the deposit is still withheld without a written reason after that, take advice on the options where the property is — rent authorities, consumer forums and the civil route differ by state, and which is appropriate depends on the amount and the facts.
Common questions
How long does a landlord have to return the deposit?
It depends on the agreement and on the rent legislation applying where the property is, and both vary across states. Start with the clause in your own agreement, since many specify a period. Where nothing is specified, asking for payment within a defined and reasonable period in writing is the practical first step.
The landlord wants to deduct for painting. Is that allowed?
It turns on what the agreement says and on what condition the flat was actually returned in. Some agreements expressly provide for repainting; many do not, and a deduction for ordinary wear is often resisted successfully. Ask for the deduction in writing with an estimate, and compare it against your move-in photographs before agreeing to anything.
What if the landlord simply stops responding?
Keep everything in writing from that point and stop relying on calls. Send one follow-up referring to your letter, then take advice on the forum that applies where the property is. A clear written request, a record of the condition on move-in and proof that bills were settled are what any of those routes will ask you for.
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