Move Out/Security Deposit Return Letter

[Justin Donohue]

Does anyone have a sample letter that they send their tenants after they move out? This would be the letter that you send them along with their security deposit that you may or may not be returning in full.

I have my first tenant moving out and I've never had to do a letter like this before. They will not be getting their whole deposit back, so I need a little guidance on what should be in this letter.

[Chris Adams]

Dear “insert name”

Once you have moved out and returned all keys to us, we will conduct a move-out inspection. If you wish to be present at the inspection, please contact management ahead of time. During the inspection, we will note any damages that occurred during your stay. Anything beyond normal wear and tear will be deducted from your deposit.

In order to make your move-out as smooth as possible, and to maximize the amount of security deposit that is returned to you, please take note of the following:

• Forward your mail. Mail forwarding can take 7-10 business days to process, so please complete this well in advance. You can forward your mail by completing a Change of Address form at any post office.
• Leave trash on appropriate day. Please be sure to leave your trash for pick up, and not leave any trash to be picked up after your move out date.
• Remove all belongings. Please be sure that you remove all of your possessions, including any furniture, food, plants, and trash. Do not remove any furniture or appliances that came with your unit.
• Check-out time. Checkout time is 12:00 noon on the last day of the month in accordance with your lease agreement. This is the last possible time you will be able to complete any cleaning, so please plan ahead. If you will be ready earlier, please let management know.
• Notify Utility Companies. If you are paying for any of your utilities, please notify the appropriate utility company of your forwarding address and the date you are vacating the premises for a final reading.

• Return Keys. All copies of all keys, including any mailbox keys, must be returned to management at the time of move-out. If you fail to return all keys, you will be charged for the supplies and labor of replacing all locks in your unit.

• Professional Cleaning. Some tenants prefer to let a professional cleaner handle cleaning their unit at move-out time. Management uses a reasonably-priced professional cleaning person on a regular basis, and would be happy to refer them to you.
• Cleaning. The majority of renters who lose a portion of their security deposit do so because of inadequate cleaning. The following are suggestions to avoid charges:
  • WALLS must be clean and ready to repaint. A mild solution will remove ordinary dirt, grease and marks. Please do not fill your own nail holes. We will handle this ourselves.
  • FLOORS must be cleaned. All carpeting must be vacuumed. Baseboards must be clean and free of dust.
  • CLOSETS must be wiped clean and particular attention given to heavy marks, such as those from luggage.
  • KITCHEN CABINETS are to be clean inside and out. Use hot water and a strong soap.
  • REFRIGERATORS are to be defrosted and absolutely clean. No water should remain in the fridge.
  • STOVE AND OVEN must be clean and all parts free from grease and splash, including the broiler and oven.
  • BATHROOM FLOORS AND ALL FIXTURES should be clean. Rinse and dry all fixtures thoroughly. Clean tile around the bathtub. All switch-plates and sockets should be clean of dust and should contain working bulbs.
  • HEATING DUCTS AND PANELS should be free of dust and washed clean.
  • WINDOWS must be cleaned inside and free of dust and debris. Blinds should also be free of dust and window frames are to be cleaned.
  • REFUSE, RUBBISH, AND UNWANTED ITEMS are to be disposed of properly, and set out on the appropriate day. For large items, special trash pickup must be notified. Contact management for help or suggestions.
  • GARAGES/STORAGE AREAS OR LOCKERS/PATIOS/BALCONIES should be swept clean and refuse disposed of properly.
  • DOORS/DOOR FRAMES AND WOODWORK should be free of dirt and dust.

Damages beyond normal wear and tear, along with any cleaning charges, will be deducted from your security deposit. You will receive an itemized list along with your security deposit refund within 30 days of your lease termination date. These will be mailed to the forwarding address that you provide to us.

• Next tenants. The room-apartment-house that you currently rent will be shown to various pre-qualified individuals beginning around 2 months prior to the expiration date of your lease and will continue to be shown up until the time a qualified tenant is found. We will call or text message you on the day prior to the expected showings letting you know the specific time/s of any showings. Keep in mind that during this time it is always wise to keep valuables away from plain sight.

Deposit Return Form

Thank you for renting from us. It was our pleasure to serve you and we hope that you will lease from us again in the future. You must complete this form and return it to us so that we may return your deposit to you.

This information must be turned in to our office in writing, no exceptions! We request that you mail or email back this form no later than your move-out date.

PLEASE PRINT LEGIBLY

Rental Property Address: ____________________

Lease Start: ______________ Lease End: ______________

Original Deposit Paid: ______________

Please fill in below the name and new address of the person on your lease that you are designating to receive your unit’s deposit check. Only one check will be sent for each unit and no exceptions will be made. Your check will be sent out within thirty days of the expiration of your lease or when we receive all of your keys- which ever is later.

If this form does not contain the names and signatures of all tenants on the lease, your check will be made out as a MULTIPLE-PARTY CHECK and will need the signatures of all tenants in order to be cashed.

Name: _________________________________

Address: ___________________________________________

City__________________ State______ Zip Code__________

Phone #: ( ) _________________

ALL RESIDENTS ON THE LEASE MUST SIGN THIS FORM BELOW in order to give us the authority to return your deposit to the above named person. If your signature is illegible please print your name below your signature.

We, the undersigned, hereby grant permission for the security deposit to be returned to tenant listed above. We accept full responsibility for distributing the funds appropriately among all tenants.

1._____________________ 2._____________________ 3._____________________

4._____________________ 5._____________________ 6._____________________

Email [email protected](p) 219-808-4887