As a mediator who works with landlords and tenants I can tell you that the majority of security deposit disputes I see could have been prevented with three simple steps.

Most tenants do not get their full deposit back. And most of the time it is not because the landlord is being unfair, it is because neither party documented things properly from the beginning.

1. Document damages at move in within 24 hours. The moment a tenant moves in they should walk through the entire property, document every existing damage no matter how small (scuffs, stains, marks, broken fixtures) and submit that documentation in writing to the property manager within 24 hours.

2. Do a final walkthrough together at move out. BEFORE the tenant hands over the keys, both the landlord and tenant should walk through the property together....room by room and document its current condition on video and in photos with timestamps. Both parties present. Both parties seeing the same thing at the same time. This single step eliminates the majority of deposit disputes before they start.

3. The most COMMON mistake I see in mediations that property managers DONT do.......Itemize, document, and keep receipts for every repair. If repairs are needed after move out every single one should be itemized in writing with receipts attached. Not a general deduction. Not an estimate. An itemized list with documentation showing exactly what was repaired, what it cost, and why it was necessary. This is what protects a landlords deductions from being challenged and what gives a tenant the ability to dispute them fairly if needed.