SECURITY DEPOSIT ITEMIZATION & RETURN LETTER
(District of Columbia Jurisdiction – 45-Day Compliance)
[// GUIDANCE: This template is drafted for use after expiration or earlier termination of a residential tenancy in the District of Columbia. It is designed to satisfy D.C. statutory/administrative requirements for the return and/or lawful application of a tenant’s security deposit, including (i) a 45-day deadline to provide the itemization and any balance due; and (ii) a 30-day deadline to furnish supporting invoices/receipts if actual charges were not fully known within the initial 45-day period. Insert or delete bracketed text as appropriate and attach back-up documentation where available.]
I. DOCUMENT HEADER
From:
[LANDLORD LEGAL NAME],
[Landlord’s Street Address]
[City, State, Zip]
Telephone: [] Email: []
To:
[TENANT LEGAL NAME(S)],
[Forwarding or Last-Known Address]
Telephone: [] Email: []
Date of Notice (“Effective Date”): [DATE OF MAILING]
Subject Property (“Premises”): [STREET ADDRESS & UNIT]
Original Lease (“Lease”): Dated [LEASE DATE] for a term ending [LEASE END DATE]
Security Deposit (“Deposit”): $[AMOUNT] received on [DATE RECEIVED]
II. RECITALS
A. Tenant delivered possession of the Premises to Landlord on [MOVE-OUT DATE] (“Surrender Date”).
B. An optional joint inspection was conducted on [INSPECTION DATE], and Tenant [attended / waived the right to attend].
C. Pursuant to District of Columbia landlord–tenant law, Landlord is required within forty-five (45) days after the Surrender Date to (i) return the Deposit with accrued interest, or (ii) provide Tenant with a written, itemized statement of lawful deductions together with any balance due.
III. DEFINITIONS
For ease of reference, capitalized terms used but not defined herein have the meanings assigned in the Lease. The following additional terms apply solely to this Letter:
- “Accrued Interest” – Interest calculated at the annual rate published by the D.C. Rent Administrator for each calendar year during which the Deposit was held, compounded as required by District regulations.
- “Allowed Deduction” – A deduction for (a) unpaid rent or other sums due under the Lease; (b) costs to repair damage beyond ordinary wear and tear; and/or (c) such other items expressly authorized by District of Columbia law.
- “Net Refund” – The amount of the Deposit plus Accrued Interest, less total Allowed Deductions.
IV. OPERATIVE ITEMIZATION
| # | Description of Charge | Basis (Lease § / Statute) | Amount ($) | Supporting Documentation |
|---|---|---|---|---|
| 1 | Outstanding Rent for [MONTH/YEAR] | Lease § [___] | [___] | Attached Ledger |
| 2 | Repair – Wall Patch & Paint (Bedroom) | Damage beyond ordinary wear | [___] | Invoice – XYZ Painting |
| 3 | Cleaning – Excessive Debris Removal | Damage beyond ordinary wear | [___] | Receipt – ABC Cleaning |
| Total Allowed Deductions | $[TOTAL] | |||
| Original Deposit | $[DEPOSIT] | |||
| Accrued Interest (see Sec. V) | $[INTEREST] | Calculation Sheet | ||
| NET REFUND DUE TENANT | $[REFUND] | Check No. [____] enclosed |
[// GUIDANCE: If all invoices/receipts are not yet available, list estimated charges. Replace the “Supporting Documentation” cell with “Estimate – receipts to follow within 30 days” and calendar a follow-up deadline not later than 30 days after the date of this Letter.]
V. INTEREST CALCULATION
Deposit Held: $[DEPOSIT]
Interest Rate Year 1 (20[YY]): [ __ ]%
Interest Rate Year 2 (20[YY]): [ __ ]%
…
Total Accrued Interest: $[INTEREST]
[// GUIDANCE: Use the annual rates published by the D.C. Rent Administrator. Attach a calculation worksheet showing principal, rate, period, and dollar amount for each year of tenancy.]
VI. LANDLORD REPRESENTATIONS & WARRANTIES
- Compliance. Landlord represents that each Allowed Deduction is lawful, reasonable, and supported by either (a) third-party invoices/receipts attached hereto, or (b) a good-faith written estimate where the work is not yet complete.
- Interest. Landlord further represents that interest has been calculated in accordance with District of Columbia requirements and the Lease.
- Escrow. Landlord warrants that the Deposit was held in a segregated, interest-bearing account as required by applicable D.C. regulations.
The foregoing representations survive delivery of this Letter for the period permitted by law.
VII. ADDITIONAL COVENANTS
A. Supplemental Receipts. To the extent any deduction listed herein is based on an estimate, Landlord shall forward true and correct copies of paid invoices/receipts to Tenant within thirty (30) days after the date of this Letter.
B. Tenant’s Forwarding Address. If Tenant’s address for correspondence changes, Tenant shall promptly notify Landlord in writing.
C. Disputed Amounts. If Tenant contests any deduction, Tenant must provide written notice of dispute to Landlord within fifteen (15) days of receipt of this Letter so the parties may attempt good-faith resolution.
VIII. DISPUTE RESOLUTION
- Governing Law. This Letter, and any dispute arising hereunder, shall be governed by the laws of the District of Columbia.
- Forum Selection. The parties consent to the exclusive jurisdiction of the Superior Court of the District of Columbia – Housing and Civil Divisions, as applicable.
- Arbitration. No arbitration agreement applies.
- Jury Trial. Nothing herein constitutes a waiver of any constitutional right to jury trial.
- Equitable Relief. The parties reserve all rights to seek money damages and/or injunctive relief as permitted by law.
IX. GENERAL PROVISIONS
A. Entire Statement. This Letter constitutes the complete and exclusive itemization required by District law and supersedes any prior oral or written communications regarding the Deposit.
B. No Waiver. Acceptance, negotiation, or deposit of the enclosed refund check does not constitute Tenant’s waiver of the right to dispute any deduction.
C. Severability. If any portion of this Letter is determined invalid, the remainder shall remain enforceable to the fullest extent permitted by law.
D. Counterparts; Electronic Delivery. This Letter may be executed and/or delivered electronically, and such execution/delivery shall be deemed original for all purposes.
X. EXECUTION BLOCK
IN WITNESS WHEREOF, the undersigned has executed and delivered this Security Deposit Itemization & Return Letter as of the Effective Date.
______
[NAME OF AUTHORIZED SIGNATORY]
[Title, if applicable]
For: [LANDLORD LEGAL NAME]
Enclosures:
1. Refund Check No. [____] – $[REFUND]
2. Ledger/Interest Calculation Worksheet
3. Invoices/Receipts (Cleaning, Repairs, etc.)
[// GUIDANCE: Send via first-class mail to the Tenant’s last known or provided forwarding address and, if available, by email for additional proof of delivery. Retain (1) proof of mailing, (2) a copy of this Letter with enclosures, and (3) proof of payment (canceled check or electronic confirmation) in the property’s permanent file for no less than three (3) years to defend against potential statutory penalty claims.]