Acct to Tenant for Deposit After Broken Lease

[Jon S.]

Background: Tenant broke 1 year lease, which would have ended Dec 9th. She had some late fees accruing and didn't pay the October 10th rent. She let me know Oct 12 by text that she was breaking the lease but wanted to stay tilll the end of Oct. I didn't agree and served 3 day notice to pay or leave by Oct 18. On Oct 21 she confirmed that she would be done moving that day and I could change the locks later in the day. When I went Oct 22 I found that she left it locked with her own (unapproved) deadbolt on the door without giving me a key. After repeated attempts to gain her cooperation to drop off the deadbolt key, but getting excuses from her on getting the key, but certain that she had moved out, my maint crew gained access Oct 24th through an unlocked window, and changed the locks. The apt was empty except two grocery bags of belongings, a mattress on the floor, and broken furniture on curb. Later on the 24th she came by and picked up her last 2 grocery bags of belongings, but still left the mattress and box springs on the floor and texted that she didn't want it. Our maint crew hauled off the mattress and a broken dresser drawer that she left at the curb. Then they painted the unit. It only needed touch up in a few wall areas and baseboards but the prior paint was flat and it was advised that I repaint with semigloss to avoid similar wall paint cleaning issues in future. It also required some door cracks to be repaired and painted. The apt was left relatively clean but still will require a light cleaning service to be ready for next tenant.

On what date do I owe her an amount due letter in regards to her $950 deposit? Is it a specific form? Does anyone have a sample letter? Can I provide letter via text message as that's the only means of communicating with her? What can I charge her for? I don't currently intend to go after the money she owes but should I include all owed money in the letter?

Thank you