West Virginia Security Deposit Return Letter

This template provides complete, ready-to-use West Virginia security deposit return letters and related notices in full compliance with W. Va. Code § 37-6A-2. Landlord must return the security deposit (less lawful deductions) within sixty (60) days after lease termination and surrender of the premises, together with an itemized written statement of any deductions. There is no statutory cap on the deposit amount. Failure to return the deposit and provide the required itemized statement within the sixty-day period results in forfeiture of the landlord's right to retain any portion of the deposit. Tenant may sue for wrongful withholding.

All variable user-supplied values are shown exclusively as [[Token Name]] placeholders.

Pre-Move-Out Inspection Offer Letter (Recommended Best Practice)

Although not strictly mandated by statute, offering a pre-move-out inspection is strongly recommended. It allows the tenant to address issues before surrender, creates a contemporaneous record, and reduces the likelihood of deposit disputes.

PRE-MOVE-OUT INSPECTION OFFER

Date of Letter: [[Date of Letter]]

TO: [[Tenant Full Legal Name(s)]]
[[Tenant Current Address or Last Known Address]]
[[City]], West Virginia [[ZIP Code]]

FROM: [[Landlord or Property Manager Full Legal Name]]
[[Landlord Mailing Address]]
[[City]], West Virginia [[ZIP Code]]
Phone: [[Landlord Phone]] | Email: [[Landlord Email]]

RE: Pre-Move-Out Inspection Offer, [[Full Property Address, City, West Virginia ZIP]]

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

Your tenancy at the Premises located at the address above is scheduled to end on [[Lease Termination / Move-Out Date]].

I am offering you the opportunity to participate in a walk-through inspection of the Premises with me or my authorized representative prior to your final surrender of possession. The purpose of this inspection is to identify any conditions you may wish to address so that deductions, if any, from your security deposit of $[[Original Security Deposit Amount]] can be minimized or avoided.

If you wish to schedule the pre-move-out inspection, please contact me in writing no later than [[Deadline for Inspection Request, e.g., three (3) business days before scheduled move-out date]].

A written accounting of the security deposit, including any refund or itemized statement of deductions, will be provided within sixty (60) days after you surrender possession of the Premises and provide a forwarding address, as required by W. Va. Code § 37-6A-2.

Whether or not you participate in the inspection, please provide your forwarding address in writing at or before move-out:

Tenant Forwarding Address: [[Tenant Forwarding Address]]

Sincerely,

___________________________________
[[Landlord or Property Manager Full Legal Name]]
[[Title or "Landlord"]]
Date: [[Date]], -

Security Deposit Return Letter, Full Refund (No Deductions)

SECURITY DEPOSIT RETURN, FULL REFUND

Date of Letter: [[Date of Letter]]

TO: [[Tenant Full Legal Name(s)]]
[[Tenant Forwarding Address]]
[[City]], West Virginia [[ZIP Code]]

FROM: [[Landlord or Property Manager Full Legal Name]]
[[Landlord Mailing Address]]
[[City]], West Virginia [[ZIP Code]]
Phone: [[Landlord Phone]] | Email: [[Landlord Email]]

RE: Return of Security Deposit, [[Full Property Address, City, West Virginia ZIP]]

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

You vacated and surrendered possession of the Premises located at the above address on [[Move-Out / Surrender Date]].

Your original security deposit amount was $[[Original Security Deposit Amount]].

After inspection of the Premises, no deductions are being made. No amounts are being withheld for unpaid rent, damage beyond ordinary wear and tear, or cleaning to return the Premises to move-in condition.

Refund Amount: $[[Full Refund Amount]]

A check in the amount of the full refund (or electronic payment confirmation) is enclosed with this letter / has been issued / is being mailed separately via USPS certified mail on [[Payment Mailing Date]].

Please retain this letter and the payment documentation for your records.

If you have any questions regarding this accounting, contact me using the information above.

Thank you for your tenancy.

Sincerely,

___________________________________
[[Landlord or Property Manager Full Legal Name]]
Date: [[Date]]

Payment Details: Check Number [[Check Number]] dated [[Check Date]] / Electronic Funds Transfer Reference [[EFT Reference or "N/A"]], -

Security Deposit Return Letter, Itemized Deductions (Partial or No Refund)

SECURITY DEPOSIT RETURN, ITEMIZED DEDUCTIONS

Date of Letter: [[Date of Letter]]

TO: [[Tenant Full Legal Name(s)]]
[[Tenant Forwarding Address]]
[[City]], West Virginia [[ZIP Code]]

FROM: [[Landlord or Property Manager Full Legal Name]]
[[Landlord Mailing Address]]
[[City]], West Virginia [[ZIP Code]]
Phone: [[Landlord Phone]] | Email: [[Landlord Email]]

RE: Accounting and Return of Security Deposit, [[Full Property Address, City, West Virginia ZIP]]

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

You vacated and surrendered possession of the Premises on [[Move-Out / Surrender Date]].

Your original security deposit was $[[Original Security Deposit Amount]].

A final inspection was conducted on [[Inspection Date]]. You were [[offered the opportunity to be present for the move-out inspection / present for the move-out inspection / not present for the move-out inspection]].

The following itemized deductions are being made from the security deposit in accordance with W. Va. Code § 37-6A-2. Deductions are limited to: (a) unpaid rent; (b) damage to the Premises beyond ordinary wear and tear; and (c) costs to clean the Premises to return it to the condition at the commencement of the tenancy, reasonable wear and tear excepted.

Itemized Deductions:

Original Deposit: $[[Original Security Deposit Amount]]

Less Total Deductions: ($[[Total Deductions Amount]])

Balance Due to Tenant / (Due from Tenant): $[[Balance Amount or "0.00"]]

Payment of Balance Returned: [[Check # [[Check Number]] in the amount of $[[Balance Amount]] is enclosed / Electronic payment of $[[Balance Amount]] initiated on [[Date]] to the account or address you provided / Mailed via USPS certified mail on [[Date]]]]

If a balance is due from you, please remit payment within [[e.g., thirty (30) days]] to the address above to avoid further collection action.

Supporting Documentation: Copies of receipts, invoices, or estimates for deductions are attached to this letter (or were previously provided). For any deduction, upon your written request I will make available the actual paid receipts or invoices within the time permitted by law.

Forwarding Address Confirmation

The forwarding address used for this mailing is the address listed at the top of this letter. Please confirm or update your forwarding address for any future correspondence:

[[Current Forwarding Address Listed / Updated Forwarding Address: ________________________________________]]

Important Legal Notice Regarding Timing and Forfeiture

This letter and any payment or statement are being provided within the sixty (60) day period required by W. Va. Code § 37-6A-2. If you believe the timing or accounting does not comply with the statute, you may contact me in writing at the address above. Failure by the landlord to return the deposit and provide the required itemized statement within sixty (60) days after termination of the tenancy and delivery of possession results in forfeiture of the landlord's right to retain any portion of the deposit. Tenant may bring an action to recover the deposit plus such additional remedies as may be available under law.

Any action for recovery of a wrongfully retained deposit is subject to applicable statutes of limitations under West Virginia law.

Move-Out Inspection and Condition Record

A move-out inspection was performed on [[Inspection Date]]. The attached or referenced Move-In / Move-Out Inventory and Condition Checklist (Exhibit A) together with dated photographs document the condition of the Premises at surrender. Ordinary wear and tear (for example: minor nail holes, faded paint from normal use, carpet wear consistent with age and use) is not charged. Charges are limited to damage beyond ordinary wear and tear or other amounts Tenant is obligated to pay under the lease.

Contact for Questions

If you have questions about this accounting, the condition of the Premises, or the deductions, please contact:

[[Landlord / Agent Full Name]]
Phone: [[Phone Number]]
Email: [[Email Address]]
Mailing Address: [[Full Mailing Address]]

We appreciate your tenancy and wish you success in your future housing.

Sincerely,

_______________________________________________
[[Landlord or Authorized Agent Printed Name]]
Date: [[Date]]

Enclosures (as applicable):

• Check or proof of electronic payment
• Itemized receipts / invoices / written estimates for deductions
• Photographs documenting condition and deductions
• Copy of Move-In / Move-Out Condition Checklist
• Copy of final utility statements (if applicable and used for deductions)
• Copy of the lease or relevant portions, -

Quick Reference, West Virginia Security Deposit Rules (W. Va. Code § 37-6A-2) for Landlords and Tenants

1. Cap: There is no statutory maximum or cap on the amount of security deposit a landlord may require for residential property in West Virginia. The deposit amount is a matter of contract between the parties.

2. Permitted deductions: Unpaid rent; repair of damage to the Premises beyond ordinary wear and tear; and cleaning necessary to return the unit to the condition at the beginning of the tenancy (ordinary wear and tear excepted). Deductions for other purposes are not permitted unless expressly authorized by the lease and law.

3. Return deadline: Landlord must return the deposit, less any lawful deductions, within sixty (60) days after the termination of the tenancy and delivery of possession of the Premises to the landlord.

4. Itemization requirement: If any amount is withheld, the landlord must provide the tenant with a written itemized statement of the deductions together with payment of any balance due to the tenant.

5. Documentation: Supporting receipts, invoices, or estimates should accompany the itemized statement for deductions, particularly for larger amounts. Upon written request the landlord must provide copies of paid receipts or invoices.

6. Forfeiture for noncompliance: A landlord who fails to return the deposit and provide the required itemized written statement within the sixty-day period forfeits the right to retain any portion of the deposit.

7. Tenant remedies: The tenant may sue to recover the deposit plus any additional remedies available under West Virginia law for wrongful withholding.

8. Forwarding address: Tenant should provide a written forwarding address at or before surrender of the Premises to ensure timely receipt of the accounting and any refund.

9. Record retention: Landlords should retain copies of this letter, proofs of delivery or mailing, receipts, photographs, and the move-in/move-out checklist for a reasonable period (at least one year recommended).

10. Separate pet deposits or other fees: Any additional pet deposit or other deposits must be accounted for under the same rules unless the lease and law provide otherwise., -

Proof of Service / Mailing Certificate (Attach or Complete)

I certify that on [[Date of Mailing or Delivery]], a true copy of the Security Deposit Return Letter (with enclosures) was:

• [ ] Personally delivered to [[Tenant Name]] at [[Location]].

• [ ] Posted in a conspicuous place on the Premises on [[Date]] and mailed by first-class mail (or certified mail with return receipt) to the tenant's forwarding address on [[Mailing Date]].

• [ ] Sent by certified mail, return receipt requested, to [[Tenant Forwarding Address]] on [[Date]].

_______________________________________________
Signature of Landlord / Agent
Printed Name: [[Landlord / Agent Name]]
Date: [[Date]]

Attach certified mail receipt, affidavit of service, or photo evidence as additional proof., -

Sources and Verification (as of June 2026)

• West Virginia Code § 37-6A-2 (security deposits, return within 60 days, itemized statement requirement, forfeiture for noncompliance).

• West Virginia Landlord-Tenant Act, W. Va. Code § 37-6-1 et seq. (general provisions governing residential tenancies).

• West Virginia Code § 55-3A-1 et seq. (unlawful detainer and summary possession procedures, cross-referenced for context on termination of tenancy).

• No statewide statutory cap on security deposit amounts.

> ⚠️ Template, not professional (legal/financial/medical) advice. This is a template only. Deadlines, permissible deductions, and procedures must be verified against current W. Va. Code § 37-6A-2 and the specific facts of the tenancy. Consult a West Virginia-licensed attorney if disputes arise or for advice regarding your rights and obligations. All user-supplied values appear as [[Token Name]]., -

End of West Virginia Security Deposit Return Letter