Is there an Art to Communicating Security Deposit Charges?

Question

Hi there,

I have a single family house that the tenant generally took good care of, but let the lawn mostly die and left some large screws in the wall. I carefully documented it all, along with photos and got quotes for the lawn itself. I'm now ready to mail the remainder of the deposit, and when I asked for their new mailing address, I got this response:

"I put a lot of effort to return your house in the best possible conditions. Was there anything wrong from our part?"

Is there any reason I shouldn't just paste in my findings into a response, or is there another idea or recommendation you all have?

Thanks!

Kraig

Nathan Gesner · Answer

Learn to create a short, professional response form that allows you to simply plug in the numbers and attach supporting documentation. Example:

Dear Tenant,

During our final inspection, we discovered additional cleaning and/or repairs were necessary to return the house to its original condition, minus ordinary wear-and-tear. We've taken care to document these findings with pictures and/or video and will provide you with copies, if requested. Per state law and your lease agreement, we are providing the following itemized list of deductions:

Carpet cleaning                                    $125.00

Patch hole in living room, paint         $  75.00

Clean fridge, oven                                $  40.00

Replace five light bulbs                       $  20.00

Original Security Deposit                    $900.00

Refund                                                   $640.00

if you wish to dispute any of these charges, please provide a detailed explanation of the charges you are contesting and any supporting documentation. We will consider your request and reply within 14 days. Keep in mind a detailed review of any claims may release you from liability or it may prove additional responsibility.

I'm sure you can find better examples online but that's just an idea. Again, keep it short, professional, and standardized. I prefer the text to be typed up and then I hand-write the charges, sign, and ship it out.

Mike Cumbie · Answer

@Kraig Kujawa

Send it to the address of the rental addressed to them. It will get where it needs to go. At this point they did not provide you with a forwarding address. That is fine they are not required by law to. However you have to return your deposit check by a specified date. So send it to the address they were renting and let the post office get it there. If you are contacted again, reply with

"I did not have a forwarding address so I sent the check to the single family residence at 123 main street hoping the Post Office had a forwarding address. If it is returned what address would you like it sent to"?

If not you will have a return envelope with the fact you made an effort. They are making a power play with their last piece of leverage (their return address). Stick to your processes and attempt to return the balance of the deposit. Don't begin conversations over email at this stage.

Good Luck!

Mike Cumbie · Answer

Hi @Kraig Kujawa,

My recommendation is simply an itemized list. (Realizing my numbers are most likely laughable in Orlando :)

Initial deposit: $1500

Drywall patching and spot paint: $180

Lawn Maintenance: $80

Total: $260

Balance returned: $1240 (Check #3498)

Thank you for being our tenant and it was our pleasure serving you.

--------------------

Anything more suggests an excuse or reason to call and discuss. I would include the list with the check. I would not begin an email discussion.

Good Luck!

Nathan Gesner · Answer

@Kraig Kujawa I forgot to mention you should check your local laws. In my state, the deposit has to be returned within "30 days or 15 days after receipt of a forwarding address, whichever is later." If the tenant doesn't provide a forwarding address, I can continue holding the deposit.

Kraig Kujawa · Answer

Oh interesting @Mike Cumbie. I like that. Thanks for the awesome tips. And I agree. It's that and / or the wife responding to me is taking the idea of charges personally and is reacting emotionally.

Kraig Kujawa · Answer

Thanks for the advice, makes sense. Unfortunately I have to get their new mailing address, so I can't go dark on them until I get it. :/

Is there an Art to Communicating Security Deposit Charges?

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