SECURITY DEPOSIT ITEMIZATION & RETURN LETTER

(Pennsylvania – 68 P.S. §§ 250.511–250.512)

[LANDLORD LETTERHEAD]
[Street Address] • [City, State ZIP] • [Phone] • [E-Mail]

Date: [DATE]

Via ☐ Certified Mail / ☐ First-Class Mail / ☐ Hand Delivery
Return Receipt Requested – Article No.: [TRACKING NO.]

Tenant(s): [TENANT FULL LEGAL NAME(S)]
Premises: [PREMISES ADDRESS, UNIT NO.]
Lease Commencement: [MM/DD/YYYY]
Lease Expiration/Termination: [MM/DD/YYYY]
Forwarding Address Provided by Tenant(s): [TENANT FORWARDING ADDRESS]

I. RECITALS & STATUTORY CONTEXT

1. Tenant(s) delivered the Premises to Landlord on [VACATE DATE], thereby terminating possession under the written lease dated [LEASE DATE] (“Lease”).
2. Landlord is in receipt of an initial security deposit in the amount of $[ORIGINAL DEPOSIT AMOUNT] (“Security Deposit”).
3. Pursuant to 68 P.S. § 250.512, Landlord is obligated to provide this written itemization and any balance of the Security Deposit within thirty (30) days after surrender of the Premises. This letter is intended to fully comply with that requirement.

II. DEFINITIONS

For clarity and consistency, the following capitalized terms are used herein:

“Agreement” – Collectively, the Lease and any written amendments thereto.
“Business Day” – Any day other than Saturday, Sunday, or Pennsylvania-recognized legal holiday.
“Normal Wear and Tear” – The deterioration that occurs, without negligence, carelessness, accident, or abuse, solely by the passage of time.
“Premises Condition Photos” – Time-stamped photographs and/or videos taken at move-out and maintained in Landlord’s file.

[// GUIDANCE: Add or remove defined terms as appropriate. Ensure capitalized terms are used consistently throughout.]

III. ITEMIZATION OF SECURITY DEPOSIT

A. Security Deposit Received: …………………………………………………………… $[ ]

B. Allowable Deductions*

*Pursuant to 68 P.S. § 250.511a & § 250.512, deductions are limited to (i) unpaid rent and (ii) actual costs to repair damages beyond Normal Wear and Tear. Depreciation, if applicable, has been calculated in accordance with generally accepted accounting standards for residential property assets.

C. Balance Calculation

Security Deposit ………………………………………………………………………………… $[ ]
Less: Subtotal Deductions …………………………………………………………… ($[ ])

BALANCE DUE TENANT: $[ ]

[// GUIDANCE: If deductions exceed the deposit, insert “Balance Owed by Tenant” and demand payment within a stated period.]

IV. ENCLOSURES & PAYMENT

Enclosed is (i) Landlord’s check #[ ] dated [DATE] in the amount of $[BALANCE] payable to “[TENANT NAME(S)],” and (ii) copies of all third-party invoices and Premises Condition Photos substantiating each deduction.

V. REPRESENTATIONS & WARRANTIES

1. Landlord represents that the foregoing deductions are true, correct, and supported by contemporaneous records maintained in the ordinary course of business.
2. Landlord further represents that all listed repairs were completed, or are contracted to be completed, at fair market cost within a commercially reasonable time.

These representations shall survive delivery of this letter.

VI. NOTICE OF TENANT RIGHTS

1. Failure by Tenant to dispute the accuracy of this itemization in writing within thirty (30) days of receipt shall be deemed acceptance thereof, without waiving any statutory rights under 68 P.S. § 250.512(c).
2. If Tenant believes any portion of the Security Deposit has been wrongfully withheld, Tenant may commence an action in the court of competent jurisdiction. Prevailing tenants may recover the deposit plus statutory damages equal to double the amount wrongfully withheld, together with reasonable attorneys’ fees, as provided by 68 P.S. § 250.512(c).
3. This letter does not constitute a release of Tenant’s liability for latent or subsequently discovered damages not reasonably apparent at the time of inspection. Landlord reserves all rights and remedies under the Agreement and applicable law.

VII. GOVERNING LAW & VENUE

This letter and any dispute arising herefrom shall be governed by the laws of the Commonwealth of Pennsylvania, with exclusive venue in the [COUNTY] Court of Common Pleas – Housing Division, unless otherwise required by mandatory statute.

VIII. EXECUTION

Please retain a copy of this letter for your records. Direct all correspondence to the undersigned at the address shown above.

Respectfully,

[LANDLORD AUTHORIZED SIGNATORY]
Name: [PRINTED NAME]
Title: [MANAGER / OWNER / AGENT]

ACKNOWLEDGMENT OF RECEIPT (Optional)

I/We, [TENANT NAME(S)], hereby acknowledge receipt of this Security Deposit Itemization Letter and the enclosed payment on the date indicated below.

Tenant Signature: _____ Date: ______

Tenant Signature: _____ Date: ______

[// GUIDANCE: An acknowledgment is optional but advisable; retain executed copy for your file.]