Security Deposit Deduction: What is reasonable for cleaning

[Robert Spiegel]

I recently had a long-term (5.5 years) tenant move out. She was a fantastic tenant—always paid on time, easy to work with, and took good care of the property overall. She did move in two cats during her tenancy (with my permission after the fact), and the house was left in fairly good condition when she moved out:

• Most holes were patched (though some in the basement were missed).
• It was moderately clean but needed extra cleaning due to cat hair in the carpets.
• Minor issues included:
  • A missing doorbell.
  • Missing shower hardware.
  • One of the window blinds needed replacement.
  • A truck bed full of items left in the shed that I had to haul away.

Since I was in a pinch between Christmas and New Year’s, I hired professional cleaners for a quick turnaround. This was my first time working with this cleaner, and their charge was $540. While they did a good job, I felt the price was steep, especially since the house wasn’t in terrible shape.

I’m debating whether the cleaning charge is reasonable to deduct fully or if I should waive part of it as a goodwill gesture. 

The Only other deductions that I have right now are $154 for unpaid water bill, and $45 for the minor repairs mentioned (doorbell, blinds, shower).

Questions for the group:

1. Does $540 seem excessive for a cleaning charge, given the situation?
2. If so what would be reasonable?
3. How would you handle deductions for a long-term tenant like this?

Looking forward to your thoughts and advice. Thanks in advance!

[Kyle Mccaw]

@Robert Spiegel 

Great question, and it’s always a balancing act when dealing with long-term tenants who’ve been fantastic overall.

Based on my experience managing over 1,200 rental homes in North Texas, including areas like Dallas, Fort Worth, Plano, and Frisco, here’s how I would approach this:

1. Cleaning Charge: While $540 may feel steep, it can vary depending on the size of the property and local market rates. For a quick turnaround during the holidays, that rate might reflect premium timing. In areas like Dallas or Fort Worth, I’ve seen professional cleaning range from $300–$600, especially when dealing with pet-related cleaning like removing cat hair from carpets. Ensure you have an itemized invoice from the cleaner, which can help justify the deduction.
2. Reasonable Deductions: Long-term tenants often leave normal wear and tear, so I recommend being lenient on minor issues. Items like a missing doorbell or blinds may fall into wear-and-tear depending on their age. However, hauling away a truckload of items and cleaning beyond standard expectations could reasonably be charged to the tenant, as it goes beyond normal use.
3. Goodwill Gesture: Since this tenant was great for 5.5 years—paying on time and caring for the property—you might consider waiving part of the cleaning cost as a goodwill gesture. This can encourage positive word-of-mouth and build goodwill if they’re ever a reference for your property.

Ultimately, focus on fairness and clear documentation. Provide a detailed accounting of deductions, along with the invoices, to show you’re acting in good faith. This approach helps maintain strong relationships with tenants and avoids disputes.

Hope this helps! Let me know if you have further questions.