Most deposit disputes aren't about the money. They're about a tenant getting a number with no explanation, two months after move-out.
The clock starts at possession, not at cleaning
Nearly every state sets a deadline measured from the day you get possession back — commonly 14, 21 or 30 days. Waiting on a contractor's invoice is not a legal excuse. Send a good-faith itemization on time and reconcile later if your statute allows it.
Itemize like an invoice, not like a complaint
Each line gets: the item, the specific damage, the cost, and how you arrived at the cost. "Carpet — $850" invites a challenge. "Carpet replacement, bedroom 2, pet urine saturation through pad, $850 (invoice attached, 3-year-old carpet depreciated 40%)" does not.
Depreciate. Always.
Charging a tenant the full cost of a five-year-old carpet with a seven-year useful life is the single most common way landlords lose these cases. Pro-rate it.
Normal wear and tear is not damage
- Wear: faded paint, minor nail holes, worn traffic lanes, loose grout.
- Damage: pet stains, burns, broken fixtures, holes, unauthorized paint.
Photos with timestamps, on both ends
A move-in condition report signed by the tenant plus dated move-out photos ends most arguments before they start.
Draft yours with the [Security Deposit Return Letter](/tools) tool.