Is there an Art to Communicating Security Deposit Charges?

[Kraig Kujawa]

Hi there,

I have a single family house that the tenant generally took good care of, but let the lawn mostly die and left some large screws in the wall. I carefully documented it all, along with photos and got quotes for the lawn itself.  I'm now ready to mail the remainder of the deposit, and when I asked for their new mailing address, I got this response:

"I put a lot of effort to return your house in the best possible conditions. Was there anything wrong from our part?"

Is there any reason I shouldn't just paste in my findings into a response, or is there another idea or recommendation you all have?

Thanks!

Kraig 

[Nathan Gesner]

Learn to create a short, professional response form that allows you to simply plug in the numbers and attach supporting documentation. Example:

Dear Tenant,

During our final inspection, we discovered additional cleaning and/or repairs were necessary to return the house to its original condition, minus ordinary wear-and-tear. We've taken care to document these findings with pictures and/or video and will provide you with copies, if requested. Per state law and your lease agreement, we are providing the following itemized list of deductions:

Carpet cleaning                                    $125.00

Patch hole in living room, paint         $  75.00

Clean fridge, oven                                $  40.00

Replace five light bulbs                       $  20.00

Original Security Deposit                    $900.00

Refund                                                   $640.00

if you wish to dispute any of these charges, please provide a detailed explanation of the charges you are contesting and any supporting documentation. We will consider your request and reply within 14 days. Keep in mind a detailed review of any claims may release you from liability or it may prove additional responsibility.

I'm sure you can find better examples online but that's just an idea. Again, keep it short, professional, and standardized. I prefer the text to be typed up and then I hand-write the charges, sign, and ship it out.