Security Deposit Itemization Statement

SECURITY-DEPOSIT ACCOUNTING AND STATEMENT PREPARATION PACKET

Important Use Gate

DO NOT SEND OR FILE THIS PACKET. It does not return a deposit, itemize a deduction, demand a balance, establish delivery, waive a claim, or satisfy a deadline.

Complete the current-law control sheet before calculating any date or withholding any amount. Transfer only verified facts and counsel-approved language to the outgoing letter.

1. Matter Control

2. Tenancy and Deposit Classification

3. Current-Law Control Sheet

Do not copy a date, deduction, notice, or remedy from another state or an older letter.

4. Possession and Trigger Chronology

Counsel-approved triggering event and date: [________________________________]

Calculated send or delivery deadline: [__/__/____] at [TIME / TIME ZONE]

Second-person calendar check: [NAME / DATE]

5. Deposit Receipt and Transfer Ledger

6. Condition and Evidence Record

Evidence sources:

☐ Move-in report or checklist

☐ Move-in photographs or video

☐ Move-out inspection notes

☐ Dated move-out photographs or video

☐ Lease, addenda, rules, and amendments

☐ Rent and payment ledger

☐ Utility or third-party statement

☐ Vendor estimate, invoice, receipt, or proof of payment

☐ Communications and repair requests

☐ Ownership or management transfer records

☐ Other: [________________________________]

7. Deduction Review Register

Each proposed deduction needs a current legal basis, a lease or other factual basis where relevant, a reasonable calculation, and supporting records. Do not use a generic “other lawful charge” line.

Deduction Controls

☐ Each item is separated rather than grouped into a lump sum.

☐ Dates, locations, quantities, rates, labor, materials, taxes, and credits are shown.

☐ Betterment, depreciation, useful life, preexisting condition, ordinary wear, landlord duty, insurance, and third-party recovery were reviewed.

☐ An estimate is identified as an estimate and any later-document duty is separately calendared.

☐ No collection fee, attorney fee, penalty, late charge, future rent, acceleration, or tenant balance is included without current authority and supporting facts.

8. Accounting Calculation

Calculation checked by: [NAME / DATE]

Payment instrument or method: [________________________________]

Payee name or names: [________________________________]

9. Draft Itemization Letter

[LANDLORD OR AGENT LETTERHEAD]

[DATE]

Via [COUNSEL-APPROVED DELIVERY METHOD]

[TENANT NAME OR NAMES]

[DELIVERY ADDRESS]

Re: [PREMISES / TENANCY / ACCOUNT REFERENCE]

Dear [TENANT NAME OR NAMES]:

This letter provides the security-deposit accounting for [PREMISES] based on the tenancy and possession information reviewed through [DATE].

Deposit Accounting

Itemized Deductions

The enclosed materials are: [LIST PAYMENT, LEDGER, PHOTOGRAPHS, ESTIMATES, INVOICES, RECEIPTS, OR OTHER RECORDS].

Questions or supporting information may be sent to [CONTACT / METHOD]. This contact information does not create or shorten any independently applicable legal period.

Sincerely,

[LANDLORD / AUTHORIZED AGENT NAME AND CAPACITY]

10. Optional Separate Balance Communication

Do not turn the itemization into an automatic collection demand. If the reviewed accounting indicates a balance beyond the deposit, counsel should determine whether, when, and how a separate demand may be sent.

11. Delivery and Proof Record

Retain the final letter, payment proof, accounting, source records, delivery proof, returned mail, and later communications under the counsel-approved retention schedule.

12. Final Review Before Sending

☐ The landlord, tenant, property, tenancy, deposit holder, and special overlays are correctly classified.

☐ The trigger, deadline, day-count rule, delivery method, and address come from current authority and actual records.

☐ Every deduction category and exclusion is grounded in current authority.

☐ Every deduction is specific, documented, calculated, and tested against ordinary wear and other exclusions.

☐ Interest, earnings, credits, prior applications, and transfers are accounted for.

☐ The amount returned, payment instrument, payees, itemization, and enclosures reconcile exactly.

☐ No invented tenant objection period, default, automatic acceptance, fee, penalty, forum, or collection deadline remains.

☐ Any balance beyond the deposit is handled through a separately approved route.

☐ The outgoing letter contains no internal instructions, unresolved alternatives, or blank fields.

☐ Qualified counsel in the governing jurisdiction approved the final statement and delivery plan.

• Reviewing attorney: [________________________________]
• Reviewer jurisdiction and credential: [________________________________]
• Review date: [__/__/____]
• Approved outgoing letter version: [________________________________]

End of preparation packet. Do not send this packet as the itemization statement.