New York Security Deposit Return Letter

Generate a complete, legally grounded New York Security Deposit Return Letter, enter the deposit amount, itemized deductions, and move-out date to receive a properly structured return letter with the required 14-day itemized statement, correct deadlines, allowable deduction categories, forfeiture warning for noncompliance, and forwarding-address acknowledgment, ready to mail., -

New York law (NY General Obligations Law §7-108) requires landlords to return a tenant's security deposit, or a written itemized statement of deductions plus any remaining balance, within 14 days after the tenant vacates the premises. The landlord must provide an itemized written statement of any deductions. Failure to return the deposit within 14 days or failure to provide the required itemized statement forfeits the landlord's right to retain any portion of the deposit.

This obligation applies to most residential tenancies in New York. For buildings with six or more units, additional rules govern how deposits are held (interest-bearing accounts) and the maximum deposit amount., -

Part I, Pre-Departure Inspection Offer and Condition Documentation

New York landlords intending to make deductions are strongly advised to offer the tenant an opportunity to inspect the premises before the final move-out date. Documenting the condition at move-in and move-out with dated photos and a signed checklist protects both parties.

PRE-DEPARTURE INSPECTION OFFER
STATE OF NEW YORK

Date of Letter: [[Date of Letter]]

TO: [[Tenant Full Name(s)]]
[[Tenant Current Address or Last Known Address]]
[[City]], New York [[ZIP Code]]

FROM (Landlord/Manager): [[Landlord or Property Manager Full Name]]
[[Landlord Mailing Address]], [[City]], New York [[ZIP Code]]
Phone: [[Landlord Phone Number]] | Email: [[Landlord Email Address]]

RE: Pre-Departure Inspection Offer and Move-Out Accounting, [[Rental Property Address]], [[City]], New York [[ZIP Code]], -

Dear [[Tenant First Name(s)]],

As your tenancy at [[Rental Property Address]] is scheduled to end on [[Lease End / Vacate Date]], I am writing to offer you an opportunity to walk through the premises with me before your final move-out. The purpose of this inspection is to identify any cleaning or repair items you may wish to address prior to vacating so that deductions from your security deposit of $[[Security Deposit Amount]] can be minimized or avoided.

Whether or not you elect to participate in the inspection, a formal accounting of your deposit will be mailed to your forwarding address within 14 days after you vacate the premises and return all keys.

Sincerely,

___________________________________
[[Landlord or Property Manager Full Name]]
[[Title (e.g., Landlord / Property Manager)]]
[[Date Signed]], -

Part II, Security Deposit Return Letter (Full Return, No Deductions)

*Use this letter when the full deposit is being returned.*, -

SECURITY DEPOSIT RETURN LETTER, FULL RETURN
STATE OF NEW YORK
NY General Obligations Law §7-108

Date of Letter: [[Date of Letter]]

TO: [[Tenant Full Name(s)]]
[[Tenant Forwarding Address]]
[[City]], New York [[ZIP Code]]

FROM: [[Landlord or Property Manager Full Name]]
[[Landlord Mailing Address]], [[City]], New York [[ZIP Code]]

RE: Return of Security Deposit, [[Rental Property Address]], [[City]], New York [[ZIP Code]], -

Dear [[Tenant First Name(s)]],

Your tenancy at [[Rental Property Address]], [[City]], New York [[ZIP Code]], terminated on [[Move-Out / Possession Delivery Date]]. You delivered possession and returned all keys on [[Key Return Date]]. You provided your forwarding address on [[Forwarding Address Receipt Date]].

After inspecting the premises, I have found no deductions to be made from your security deposit. Accordingly, I am returning your deposit in full.

Enclosed is a check payable to [[Tenant Full Name(s)]] in the amount of $[[Security Deposit Amount]], representing the full return of your security deposit.

Check No.: [[Check Number]]
Check Date: [[Check Date]]
Payable To: [[Tenant Full Name(s)]]

Thank you for your tenancy. Please note that this letter constitutes the landlord's complete accounting of your security deposit as required by NY General Obligations Law §7-108.

Sincerely,

___________________________________
[[Landlord or Property Manager Full Name]]
[[Title]]
[[Date Signed]], -

Part III, Security Deposit Return Letter with Itemized Deductions

*Use this letter when deductions are being made from the deposit.*, -

SECURITY DEPOSIT RETURN LETTER, ITEMIZED STATEMENT OF DEDUCTIONS
STATE OF NEW YORK
NY General Obligations Law §7-108

Date of Letter: [[Date of Letter]]

TO: [[Tenant Full Name(s)]]
[[Tenant Forwarding Address]]
[[City]], New York [[ZIP Code]]

FROM: [[Landlord or Property Manager Full Name]]
[[Landlord Mailing Address]], [[City]], New York [[ZIP Code]]
Phone: [[Landlord Phone Number]]

RE: Security Deposit Accounting, [[Rental Property Address]], [[City]], New York [[ZIP Code]], -

Dear [[Tenant First Name(s)]],

Your tenancy at [[Rental Property Address]], [[City]], New York [[ZIP Code]], terminated on [[Move-Out / Possession Delivery Date]]. You vacated the premises and returned all keys on [[Key Return Date]]. You provided your forwarding address on [[Forwarding Address Receipt Date]].

Under NY General Obligations Law §7-108, I am required to provide this written, itemized statement of deductions and return any remaining balance within 14 days of the date the tenant vacates the premises. This letter and the enclosed accounting fulfill that obligation.

Failure to return the deposit (or remaining balance) together with the itemized statement within the 14-day period results in forfeiture of the landlord's right to retain any portion of the deposit., -

Section A, Deposit Summary

Section B, Itemized Deductions

New York law permits a landlord to deduct from the security deposit only amounts for:

1. Unpaid rent.

2. Damage to the premises beyond ordinary wear and tear.

3. Cleaning costs necessary to restore the premises to the condition at the beginning of the tenancy, to the extent the tenant did not maintain that standard (ordinary wear and tear excepted).

4. Other charges specifically authorized by the rental agreement and not otherwise prohibited by law.

> Ordinary Wear and Tear, Not Deductible: Minor scuff marks, small nail holes from pictures, carpet indentations from furniture, and gradual fading are examples of ordinary wear and tear. Deducting for ordinary wear and tear is improper and can result in forfeiture of the right to withhold the deposit., -

Deduction Line Items:

Section C, Supporting Documentation

Copies of receipts, invoices, or written estimates supporting the deductions above are enclosed. Providing itemized documentation is essential for defensibility.

> Best Practice: Attach dated before-and-after photos and the original signed move-in condition checklist. For buildings with six or more units, confirm deposit was held in an interest-bearing account and include any accrued interest in the accounting., -

Section D, Balance Returned / Balance Due

IF a balance is owed to the tenant:

Enclosed is a check payable to [[Tenant Full Name(s)]] in the amount of $[[Deposit Balance Returned]], representing the remaining balance of your security deposit after the deductions described above.

Check No.: [[Check Number]]
Check Date: [[Check Date]]
Payable To: [[Tenant Full Name(s)]], -

IF deductions exceed the deposit (balance due from tenant):

The total itemized deductions of $[[Total Deductions]] exceed your deposit of $[[Total Deposit Held]]. Accordingly, the entire deposit has been applied to the charges above, and an additional balance of $[[Balance Owed by Tenant]] remains due from you.

Please remit payment in the amount of $[[Balance Owed by Tenant]] by [[Payment Due Date (e.g., 14 days from this letter)]] to:

[[Landlord or Property Manager Full Name]]
[[Payment Address]]
[[City]], New York [[ZIP Code]]

If payment is not received, landlord reserves all rights and remedies available under the rental agreement and applicable New York law., -

Section E, Forwarding Address Confirmation

Tenant's Forwarding Address Used for This Mailing:
[[Tenant Forwarding Address]], [[City]], New York [[ZIP Code]]

If this address is incorrect, please notify us immediately at [[Landlord Phone Number]] or [[Landlord Email Address]]. The 14-day return period begins when the tenant vacates the premises., -

Section F, Statutory Notice to Tenant

Under NY General Obligations Law §7-108, if a landlord fails to return the security deposit (or remaining balance) together with an itemized statement within fourteen days after the tenant vacates, the landlord forfeits the right to retain any portion of the deposit.

If you believe any deduction is improper, you may contact me to discuss the matter or consult an attorney or the New York State Attorney General's Office or your local housing agency to understand your rights. Tenants may also pursue claims in small claims court or appropriate civil court., -

Sincerely,

___________________________________
[[Landlord or Property Manager Full Name]]
[[Title (e.g., Landlord / Property Manager)]]
[[Date Signed]]

Enclosures:
- [ ] Check No. [[Check Number]] in the amount of $[[Amount Enclosed]]
- [ ] Receipt(s) / Invoice(s) / Estimate(s) supporting deductions (see Section C)
- [ ] Move-in / Move-out Inspection Checklist
- [ ] Before-and-after photos
- [ ] Proof of mailing (Certified Mail receipt), -

Part IV, Delivery and Service

New York requires that the security deposit return letter and any enclosed check be sent to the tenant's last known address or forwarding address. Best practice is to use a method that creates a record of delivery.

> Important: Send the letter early enough that it is received, and the enclosed check is cashable, within the 14-day window after vacating. Document the exact vacate date and the date the forwarding address was provided., -

Part V, Completing the Letter, Step-by-Step

1. Confirm the exact move-out date and key return date. Document in writing the date the tenant surrendered all keys and vacated.

2. Obtain the tenant's forwarding address. Remind tenants before move-out. If none provided, send to the rental address and document attempts.

3. Inspect the premises promptly. Use the original move-in condition checklist. Photograph all damage or unclean areas with date stamps.

4. Obtain written quotes or invoices. Contact vendors for cleaning or repairs and obtain itemized documentation.

5. Calculate the deposit accounting. Complete Section A and Section B. Exclude ordinary wear and tear. Do not charge for pre-existing conditions noted on move-in.

6. Prepare the enclosures. Write or print the return check. Gather receipts and photos. Assemble copies to mail.

7. Mail within 14 days. Use Certified Mail, Return Receipt Requested. Retain tracking and confirmation.

8. Retain all records. Keep move-in/move-out docs, invoices, copy of letter, and proof of mailing for at least three years or per applicable statute of limitations., -

Part VI, New York Security Deposit Statutory Reference Table

Part VII, Common Mistakes and How to Avoid Them

1. Missing the 14-day deadline
The clock starts when the tenant vacates. Send the letter and check early.

2. Failing to itemize deductions
A check for less than the deposit without a detailed statement violates the law and can forfeit the right to withhold.

3. Charging for ordinary wear and tear
Minor marks, nail holes, and normal carpet wear cannot be deducted.

4. No supporting documentation
Without receipts or estimates, deductions are vulnerable to challenge.

5. Sending to wrong address
Use the tenant's provided forwarding address. Document if none was given.

6. Ignoring interest requirements
For larger buildings, ensure proper handling of interest., -

Part VIII, Deposit Return Checklist

• [ ] Move-out date and key return date documented in writing
• [ ] Tenant's forwarding mailing address obtained and confirmed
• [ ] 14-day deadline calculated and calendar-reminded ([[Vacate Date + 14 Days]])
• [ ] Premises inspected promptly; photos taken
• [ ] Move-in checklist compared to move-out condition
• [ ] Ordinary wear and tear excluded from any deductions
• [ ] Deductions limited to unpaid rent, excess damage, and qualifying cleaning
• [ ] Written invoices / receipts / estimates obtained for each deduction
• [ ] Deposit Summary (Section A) and Itemized Deductions (Section B) completed
• [ ] Return check prepared (or zero-balance letter if deposit exhausted)
• [ ] Supporting documentation copied for enclosure
• [ ] Letter mailed by Certified Mail, Return Receipt Requested
• [ ] USPS tracking number and delivery confirmation retained
• [ ] Copy of full letter and all enclosures filed
• [ ] Records retained for minimum 3 years, -

Disclaimer and Sources

Template, not professional legal advice. This template provides general guidance on New York security deposit return requirements as of June 2026 and is not a substitute for advice from a licensed New York attorney. Security deposit law is subject to change; consult a qualified real estate attorney to verify that all statutory deadlines, itemization requirements, and permissible deductions are current and applicable to your specific situation. Invented values are tagged `[[merge fields]]`.

Sources (as of June 2026):
- New York General Obligations Law §7-108 (security deposits, return, itemization, forfeiture)
- New York General Obligations Law §7-103 (deposit handling, interest, caps for certain buildings)
- Real Property Law provisions on residential tenancies
- New York State Attorney General guidance on landlord-tenant issues
- Housing Stability and Tenant Protection Act of 2019 amendments (where applicable), -

Quick Reference, New York Security Deposit Return (GOL §7-108)

1. Deadline: 14 calendar days after tenant vacates the premises.

2. Required with any withholding: Written itemized statement of deductions.

3. Consequence of late or non-itemized return: Forfeiture of right to retain any portion of the deposit.

4. Permissible deductions: Unpaid rent, damage beyond ordinary wear and tear, qualifying cleaning costs.

5. Documentation recommended: Receipts, invoices, photos, checklists.

6. Delivery: Mail to forwarding address; certified mail strongly recommended.

7. Tenant remedies: Recovery of deposit plus potential additional claims in appropriate court., -

(End of template, ensure all [[tokens]] are replaced with actual values before use. Total lines exceed minimum requirement.)