💰 Security Deposit Itemization
Complete Statement of Deposit Disposition
⚖️ Legal Requirement: Most states require landlords to provide an itemized statement of deductions within 14-60 days of move-out. Failure to comply may result in forfeiture of right to withhold deposit or penalty damages.
⚠️ Important: Deductions must be for damages beyond normal wear and tear. Faded paint, minor scuffs, worn carpet from normal use, and small nail holes are typically NOT deductible. Keep all receipts and photos as documentation.
🏠 Property & Tenant Information
📬 Tenant Forwarding Address
Required: Refund checks and this itemization must be sent to tenant’s forwarding address. If no forwarding address provided, send to last known address (the rental property).
💵 Security Deposit Received
🏠 Unpaid Rent & Fees
🧹 Cleaning Charges
Note: Cleaning can only be charged if unit was left dirtier than when tenant moved in, beyond normal wear. Keep move-in/move-out inspection reports.
🔧 Damages & Repairs (Beyond Normal Wear)
⚠️ Normal Wear vs. Damage: Small nail holes, minor scuffs, faded paint, worn carpet paths = Normal Wear (NOT chargeable). Large holes, stains, burns, broken fixtures, unauthorized modifications = Damage (chargeable).
🔑 Keys, Locks & Access
🌿 Landscaping & Exterior
📝 Additional Deductions
📋 Detailed Description of Damages
📎 Documentation Attached
📊 Deposit Disposition Summary
🏢 Landlord / Property Manager
✍️ Certification
I certify that this is an accurate accounting of the security deposit disposition. All deductions are for actual costs incurred due to damages beyond normal wear and tear, unpaid rent, or other amounts permitted by law and the lease agreement.
Security Deposit Itemization: Complete Guide
A security deposit itemization is a legally required document that landlords must provide to tenants when withholding any portion of a security deposit. This statement must detail every deduction made and, in most states, be accompanied by receipts or invoices for charges.
State-by-State Deadline Reference
| State | Deadline | State | Deadline |
|---|---|---|---|
| Alabama | 60 days | Montana | 30 days |
| Alaska | 14 days | Nebraska | 14 days |
| Arizona | 14 days | Nevada | 30 days |
| Arkansas | 60 days | New Hampshire | 30 days |
| California | 21 days | New Jersey | 30 days |
| Colorado | 30 days* | New Mexico | 30 days |
| Connecticut | 30 days | New York | 14 days |
| Delaware | 20 days | North Carolina | 30 days |
| Florida | 15-30 days | North Dakota | 30 days |
| Georgia | 30 days | Ohio | 30 days |
| Hawaii | 14 days | Oklahoma | 45 days |
| Idaho | 21 days | Oregon | 31 days |
| Illinois | 30-45 days | Pennsylvania | 30 days |
| Indiana | 45 days | Rhode Island | 20 days |
| Iowa | 30 days | South Carolina | 30 days |
| Kansas | 30 days | South Dakota | 14 days |
| Kentucky | 30 days | Tennessee | 30 days |
| Louisiana | 30 days | Texas | 30 days |
| Maine | 30 days | Utah | 30 days |
| Maryland | 45 days | Vermont | 14 days |
| Massachusetts | 30 days | Virginia | 45 days |
| Michigan | 30 days | Washington | 21 days |
| Minnesota | 21 days | West Virginia | 60 days |
| Mississippi | 45 days | Wisconsin | 21 days |
| Missouri | 30 days | Wyoming | 30 days |
*Deadlines may vary. Some states have different timelines for itemization vs. refund. Always verify current law.
Normal Wear and Tear vs. Damage
The most common dispute in security deposit cases involves distinguishing between normal wear and tear (which landlords cannot charge for) and actual damage (which is deductible).
Normal Wear and Tear (NOT Chargeable)
- Faded paint or wallpaper from sunlight
- Minor scuffs on walls from furniture
- Small nail holes from hanging pictures
- Worn carpet in high-traffic areas
- Loose door handles from normal use
- Minor scratches on hardwood floors
- Dirty blinds that need dusting
- Worn finish on appliances
Damage Beyond Normal Wear (Chargeable)
- Large holes in walls (anchor bolts, fist-sized)
- Crayon, marker, or paint on walls
- Stains on carpet (wine, pet urine, bleach)
- Burns on countertops or carpet
- Broken windows, doors, or fixtures
- Unauthorized paint colors
- Pet damage (scratches, odor)
- Missing fixtures or appliances
- Excessive filth requiring professional cleaning
💡 Pro Tip: Always conduct a thorough move-in inspection with photos and have the tenant sign it. This provides critical evidence for determining what damage occurred during the tenancy.
Documentation Best Practices
- Move-In Inspection: Document the property’s condition with photos and a signed checklist BEFORE the tenant moves in.
- Move-Out Inspection: Conduct a walkthrough with the tenant present if possible. Document everything.
- Photographs: Take dated photos of all damages. Include wide shots and close-ups.
- Receipts: Keep all receipts for repairs and cleaning. Many states require actual receipts.
- Estimates: If work hasn’t been completed, get written estimates from licensed contractors.
- Depreciation: Consider the age of items. You typically can’t charge full replacement cost for a 10-year-old carpet.
Common Mistakes to Avoid
- Missing the deadline — Set a calendar reminder immediately upon tenant move-out
- Vague descriptions — “Cleaning” isn’t enough; specify what was cleaned and why
- No receipts — Many states require receipts or invoices
- Charging for pre-existing damage — Only charge for damage that occurred during this tenancy
- Not accounting for depreciation — A 5-year-old carpet isn’t worth full replacement value
- Wrong forwarding address — Verify the tenant’s new address before mailing
⚖️ Legal Disclaimer
This form is for informational purposes only. Security deposit laws vary significantly by state and locality. Some jurisdictions have specific requirements for holding deposits in separate accounts, paying interest, or using specific language in itemizations. Always verify current laws in your jurisdiction and consult with a local attorney for complex situations.
