SECURITY DEPOSIT ITEMIZATION & SETTLEMENT LETTER

(Washington Residential Tenancies)

[// GUIDANCE: This template is drafted for use by Washington landlords to comply with the itemization and return requirements of Wash. Rev. Code § 59.18.280. Bracketed placeholders must be completed and all optional provisions edited or deleted prior to issuance.]

I. DOCUMENT HEADER

Date: [DATE OF ISSUANCE]

From (Landlord):
[LANDLORD LEGAL NAME]
[LANDLORD ADDRESS]
[LANDLORD PHONE / EMAIL]

To (Tenant):
[TENANT FULL LEGAL NAME(S)]
[TENANT FORWARDING ADDRESS]

Premises: [STREET ADDRESS, UNIT NO., CITY, WA ZIP]

Lease Dates: Commencement [MM/DD/YYYY] | Termination [MM/DD/YYYY]

Effective Date of This Letter: The date first written above.

Governing Law: State of Washington.
Designated Forum: [NAME OF COUNTY] Housing Court, Washington.
Arbitration: Excluded.
Jury Trial: No waiver—each party retains all constitutional rights.
Injunctive Relief: Monetary damages only, unless otherwise provided by statute.

II. DEFINITIONS

For purposes of this Letter, the following capitalized terms have the meanings set forth below.

1. “Deposit” means the security deposit of $[ORIGINAL DEPOSIT AMOUNT] paid by Tenant at lease inception, together with any accrued interest (if applicable).
2. “Normal Wear and Tear” has the meaning set forth in Wash. Rev. Code § 59.18.280 and excludes damage, deterioration, or filth beyond ordinary usage.
3. “Premises” means the leased residential dwelling unit identified in Section I.
4. “RCW” means the Revised Code of Washington, as amended.
5. “Statement” means this Security Deposit Itemization & Settlement Letter, intended to satisfy RCW § 59.18.280(1).

III. OPERATIVE PROVISIONS

3.1 Deposit Accounting

Pursuant to RCW § 59.18.280(1), Landlord hereby provides an itemized Statement of all sums retained from, and the balance of, Tenant’s Deposit, as follows:

[// GUIDANCE: Insert “Balance Owed to Tenant” OR “Balance Owed by Tenant,” never both. If a refund is due, enclose a check or electronic payment confirmation with this Letter.]

3.2 Delivery

This Statement is being mailed to Tenant’s forwarding address set forth above (or, if none was provided, to the last known address) via [USPS First-Class Mail / Certified Mail, Return Receipt Requested].

3.3 Deadline Compliance

Landlord is issuing this Statement within twenty-one (21) days after termination of the tenancy and vacation of the Premises, as required by RCW § 59.18.280.

3.4 Tenant Contest Rights

If Tenant disputes any deduction:
a. Tenant must provide written notice to Landlord within fourteen (14) days of receipt of this Statement specifying the contested item(s).
b. Failure to timely object constitutes acceptance of this Statement.
c. Nothing herein limits Tenant’s statutory right to pursue remedies under RCW § 59.18.280(2)–(3), including potential recovery of the Deposit plus up to twice its amount as statutory damages, court costs, and reasonable attorneys’ fees.

[// GUIDANCE: The above notices are permissive; RCW does not require a tenant-response deadline, but it is considered defensive drafting to mitigate later disputes.]

IV. REPRESENTATIONS & WARRANTIES

1. Landlord represents that all deductions listed are (i) lawful charges under the Lease and applicable law, (ii) supported by the attached documentation, and (iii) not attributable to Normal Wear and Tear.
2. Tenant represents that Tenant fully vacated the Premises on the Termination Date and surrendered all keys/access devices.

V. COVENANTS & RESTRICTIONS

1. Tenant shall promptly pay any Balance Owed by Tenant within ten (10) days of receipt of this Statement.
2. Landlord shall promptly issue any Balance Owed to Tenant contemporaneously with this Statement.

VI. DEFAULT & REMEDIES

1. Failure by Tenant to remit any Balance Owed by the due date shall constitute a default.
2. Upon default, Landlord may pursue all remedies available at law, including filing an action in [NAME OF COUNTY] Housing Court for money damages, plus allowable attorneys’ fees and court costs.

VII. RISK ALLOCATION

[// GUIDANCE: Indemnification is “Not Applicable” per metadata. The statutory penalty framework in RCW § 59.18.280 already governs liability caps.]

Landlord’s liability to Tenant for any improper withholding of Deposit funds is limited to the remedies expressly provided in RCW § 59.18.280. No other consequential or special damages are recoverable unless mandated by statute.

VIII. DISPUTE RESOLUTION

1. Governing Law: This Letter and any related dispute shall be governed by the laws of the State of Washington without regard to conflict-of-laws rules.
2. Forum Selection: Exclusive venue shall lie in the [NAME OF COUNTY] Housing Court, Washington.
3. Arbitration: The parties expressly opt out of arbitration.
4. Jury Trial: Each party retains its constitutional right to a jury trial.
5. Injunctive Relief: The parties agree that money damages constitute adequate relief for any dispute concerning the Deposit.

IX. GENERAL PROVISIONS

1. Entire Agreement: This Statement constitutes the complete and exclusive agreement concerning itemization of the Deposit and supersedes any prior oral or written communications on that subject.
2. Severability: If any provision of this Statement is held unenforceable, the remainder shall remain in full force and effect.
3. Amendments: No amendment to this Statement is valid unless in a signed writing by both parties.
4. Electronic Signatures: Facsimile, PDF, and electronic signatures are deemed originals for all purposes.

X. EXECUTION BLOCK

IN WITNESS WHEREOF, the undersigned have executed this Security Deposit Itemization & Settlement Letter as of the Effective Date.

LANDLORD:

[LANDLORD LEGAL NAME]
By: _____
Name: [AUTHORIZED SIGNATORY]
Title: [MANAGER / OWNER / AGENT]
Date: _________

TENANT ACKNOWLEDGMENT (Optional):

[// GUIDANCE: Tenant signature is not required under WA law but can provide helpful proof of receipt.]

[TENANT FULL LEGAL NAME]
Date: ______

ATTACHMENTS

A. Lease Ledger
B. Photographs (Move-In / Move-Out)
C. Invoices & Receipts
D. Pre-Move-In Condition Checklist (RCW § 59.18.260)

[// GUIDANCE: Attach supporting documents to strengthen defensibility. Ensure personal identifying information is redacted where appropriate.]

© [YEAR] [LANDLORD LEGAL NAME]. All rights reserved.