The Letter Pilot

Security Deposit Dispute Letter Template

Challenge specific deposit deductions with the amounts, reasons, and records supporting your request.

Landlord/Tenant · Updated October 5, 2026

Security Deposit Dispute Letter Template

Replace the bracketed details with your own. Copy or download the letter to edit it.

[Your Name] [Your Current Mailing Address] [City, State, ZIP Code] [Your Email or Phone] [Date] [Landlord or Property Manager Name] [Mailing Address] [City, State, ZIP Code] Re: Security deposit deductions for [Former Rental Address] Dear [Landlord or Property Manager Name]: I am writing about your deduction statement dated [Statement Date]. I moved out of [Former Rental Address] on [Move-Out Date]. My deposit was $[Deposit Amount]. You returned $[Amount Returned] and withheld $[Amount Withheld]. I dispute these charges: 1. [Charge Description]: $[Amount] Reason: [Explain the facts supporting your dispute.] Supporting record: [Photo, receipt, or inspection report.] 2. [Charge Description]: $[Amount] Reason: [Explain the facts supporting your dispute.] Supporting record: [Photo, receipt, or inspection report.] I request a refund of $[Total Disputed Amount]. Please review the attached copies and provide an explanation and any supporting invoices or receipts for charges you believe should remain. Please respond by [Requested Response Date]. Send your reply and any refund to my current mailing address above. Thank you for reviewing this request. Sincerely, [Your Signature] [Your Printed Name] Enclosures: [List the copies you are including]

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Before you start

If you received an itemized deduction statement, list each charge you dispute, its amount, why you disagree, and the supporting record. Ask for a specific refund rather than disputing every charge automatically. If the refund or accounting is missing, start with the deposit return request instead.

When to dispute specific deposit deductions

  • You received a deduction statement and disagree with one or more listed charges.
  • Your move-in or move-out records conflict with the reason given for a charge.
  • You can identify the disputed amount and explain the records supporting your request.

Completed deduction-dispute example

Example: disputing one charge from a statement

Fictional example: Alex Morgan received $1,025 back from a $1,200 deposit. Of the $175 withheld, Alex disputes an $85 blind-replacement charge and does not dispute the separate $90 cleaning charge in this letter. All names and addresses are invented; the example does not establish a legal entitlement.

Alex Morgan 123 Example Lane Exampleville, CO 80000 alex@example.com October 5, 2026 Property Manager Example Rentals 456 Sample Street Exampleville, CO 80000 Re: Security deposit deductions for 789 Example Road, Unit 2 Dear Property Manager: I am writing about your deduction statement dated September 20, 2026. I moved out of 789 Example Road, Unit 2, on September 15. My deposit was $1,200. You returned $1,025 and withheld $175: $85 for bedroom blind replacement and $90 for cleaning. I dispute the $85 blind-replacement charge. The move-in inspection report records a broken slat in that blind, and my move-in photo shows the same condition. Copies of those records are enclosed. I am not disputing the $90 cleaning charge in this letter. Please review the attached copies and refund the $85 disputed charge. If you believe the blind charge should remain, please explain the reason and provide the supporting invoice or other record. I would appreciate a response by October 19, 2026. Please send your reply and any refund to my current mailing address above. Thank you for reviewing this request. Sincerely, Alex Morgan Enclosures: Deduction statement, move-in inspection report, and move-in photo

How to write your deposit deduction dispute

  1. Start with the statement. Use the actual deduction statement. If no accounting or refund has arrived, request it first rather than inventing charges. Request a missing deposit refund or accounting
  2. Check the amounts. Record the deposit paid, refund received, and amount withheld. Add up only the charges you dispute.
  3. Explain each disputed charge. For each charge, give its amount, the facts supporting your disagreement, and a relevant photo, receipt, inspection report, or message. Delete unused items.
  4. Choose a response date. Your requested reply date is not automatically a legal deadline. Check the rules and dispute process for your rental's location separately.
  5. Keep the records together. Save the signed letter, deduction statement, attachments, and mailing records. Send copies, not your only originals.

Before sending your deduction dispute

  • Separate disputed charges from any charges you accept and request the specific amount you want reviewed.
  • Do not assume all cleaning charges are prohibited; compare the reason and amount with your records and applicable rules.
  • Do not add automatic interest, penalties, or double- or triple-damage demands.
  • If you do not have a statement, request the refund and accounting rather than guessing deduction amounts.

Frequently asked questions

What does a disputed charge look like in a letter?

Identify the charge, its amount, your reason for disagreeing, and a supporting record. The completed example on this page disputes an $85 blind-replacement charge and leaves a separate $90 cleaning charge outside the request.

Can a landlord deduct cleaning costs?

California guidance allows some cleaning deductions to restore the move-in level of cleanliness. That is not a nationwide rule or proof that every cleaning charge is valid. Check the rules for your rental and compare the charge with your records.

How long does the landlord have to respond?

Check the applicable deposit-return and dispute rules for your rental's location. The reply date you request in this letter is not a substitute for a legal deadline or a guarantee of a response.

What if I did not receive an itemized statement?

Use the deposit return request letter to ask for an accounting and any refund due. If no charges have been explained, request the accounting first rather than guessing deduction amounts.

Should I send this by Certified Mail?

Certified Mail provides a mailing receipt and delivery or attempted-delivery information. Return Receipt is an optional extra for a signature delivery record. Check any required delivery method separately.

Does sending this letter guarantee a refund?

No. The letter records your request and the facts supporting it. Whether money is owed depends on the records, applicable rules, and resolution of the disagreement.

This template is for informational purposes only. Landlord-tenant laws vary significantly by state and locality. Consult an attorney or tenant rights organization for specific guidance.

Sources

The California source applies to California rentals, not every rental nationwide. Check official guidance for the state and locality where your rental is located. The USPS source explains the mailing services.

Related templates and resources

Send your deposit dispute by Certified Mail

Mail your completed dispute letter online with Certified Mail tracking.

Request a missing deposit refund or accounting

Use this letter if you have not received the refund or an explanation of deductions.

Notice to Vacate Letter Template

Prepare a move-out notice separately; it does not replace a deposit deduction dispute.

How to write and send a certified letter

Prepare the letter and keep your mailing records.

Certified Mail fee calculator

Check USPS postage and optional Return Receipt costs.

Ready to mail your letter?

Edit your details, then choose postage and tracking.