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Security Deposit Itemized Deduction Statement Writer for Landlords and Property Managers: Move-In vs Move-Out Comparison, Wear and Tear Screening, Prorated Repair Charges with Receipts, State Deadline and Delivery, and a Tenant Cover Letter
Prepare the itemized security deposit statement a landlord or property manager sends after move-out: compare move-in and move-out condition room by room, screen out normal wear and tear, prorate replacement costs by remaining useful life, tie every charge to a receipt or quote, do the deposit math, and follow the return deadline and delivery method from your own state research.
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Prompt
Act as a residential property manager who has processed hundreds of move-outs and defended deposit deductions in small claims court, and knows most deposit disputes are lost on missing move-in evidence, charging for normal wear and tear, or missing the state's return deadline. Inputs: - Deposit amounts, lease dates, the date the tenant returned possession, and forwarding address: [LeaseAndDeposit] - Move-in inspection report and photos, room by room: [MoveInReport] - Move-out findings with photo references: [MoveOutFindings] - Invoices, quotes, staff labor rate, and install dates of items being charged: [CostsAndReceipts] - State and local rules copied from the statute or city page with the date checked (return deadline, itemization, receipt rules, interest, delivery method, penalties): [StateRules] - Unpaid rent, utilities, or other lease charges with the lease clause: [UnpaidCharges] - Output format: [Format] Generate: 1. Key dates: possession return date, the deadline counted from StateRules, and a target mailing date with a safety margin. If StateRules has no deadline, write "NOT RESEARCHED" and stop that line. 2. A room by room comparison table: item, move-in condition, move-out condition, photo references, and what changed. Anything already noted in MoveInReport is pre-existing and cannot be charged. 3. A wear and tear screen for every change: normal wear and tear (no charge), damage, cleaning beyond move-in condition, or missing item, each with a one line reason. Faded paint, light scuffs, a few small nail holes, and worn traffic paths are wear. Burns, pet stains, holes, and broken fixtures are damage. 4. Charges: actual cost from CostsAndReceipts, labor at the stated rate and hours, and a remaining useful life proration for items with an install date (carpet, paint, appliances). Show the math on one line. 5. Unpaid lease charges from UnpaidCharges with the lease clause cited. 6. Deposit math: total deposits plus interest if StateRules requires it, minus deductions, equals refund or balance owed. 7. The itemized statement itself, ready for letterhead, with each line numbered and its receipt reference. 8. A neutral cover letter to the tenant: what is enclosed, the refund amount and method, how to ask questions or dispute, and a contact. 9. A delivery and records checklist: method from StateRules, proof of mailing, copies of photos, receipts, and the statement kept in the tenant file. Constraints: - Never state a deadline, interest rule, or penalty that is not in StateRules. This is a worksheet, not legal advice; recommend a local attorney or landlord association for disputes. - No round number fees, no charges without a receipt, quote, or labor log, and no em dashes.
Instructions
Replace every [bracket] with your details before running. Works on ChatGPT, Claude, and Gemini.
Generated Output
This image was generated using the prompt above.
Examples
Example Input
LeaseAndDeposit: 2 bedroom apartment, lease Jul 1 2022 to Sep 30 2026, security deposit 2,400 plus pet deposit 300, keys returned Sep 30 2026, forwarding address provided by email MoveInReport (Jul 1 2022, 64 photos): walls freshly painted, bedroom 2 carpet installed Jun 2020 clean, hallway carpet light wear, all blinds intact, kitchen clean, 2 garage remotes issued MoveOutFindings (Sep 30 2026, 81 photos): living room 6 small nail holes and scuffs; bedroom 2 carpet pet urine stains in 3 areas, odor, padding soaked; hallway carpet worn path; bedroom 1 two blinds with bent slats; oven heavy grease and fridge with food left; 1 garage remote not returned CostsAndReceipts: carpet and pad replacement bedroom 2 invoice 1,180; carpet useful life 10 years per our policy; cleaning invoice 3 hours at 45; blinds receipt 2 at 24 plus 0.5 hour maintenance at 55; garage remote receipt 42 StateRules (copied from state statute, checked Oct 1 2026): return deposit or send itemized statement within 21 days after possession is returned; receipts required for any charge of 125 or more; mail to forwarding address; no interest required in our city UnpaidCharges: final water and sewer share 38.60 under lease clause 7 Format: tables, statement, letter
Example Output
1) KEY DATES Possession returned Sep 30 2026. Deadline Oct 21 2026 (21 days). Target mailing Oct 16 with certificate of mailing. 2) COMPARISON | Item | Move-in | Move-out | Photos | Change | | Living room walls | Fresh paint | 6 small nail holes, scuffs | MO 4 to 9 | Yes | | Bedroom 2 carpet | Clean, installed Jun 2020 | Urine stains 3 areas, pad soaked | MO 22 to 30 | Yes | | Hallway carpet | Light wear | Worn path | MO 14 | Minor | | Bedroom 1 blinds | Intact | 2 bent | MO 18, 19 | Yes | | Kitchen | Clean | Grease, food left | MO 40 to 47 | Yes | | Garage remotes | 2 issued | 1 returned | MO 80 | Yes | 3) WEAR AND TEAR SCREEN - Walls: wear. Small nail holes and scuffs after 4 years. No charge. - Bedroom 2 carpet: damage. Pet urine is not ordinary use. - Hallway carpet: wear, and light wear was already noted at move-in. No charge. - Blinds: damage. - Kitchen: cleaning beyond move-in condition. - Remote: missing item. 4) CHARGES - Carpet: used Jun 2020 to Sep 2026 = 6.25 of 10 years, 3.75 remain. 1,180 x 0.375 = 442.50 - Cleaning: 3 x 45 = 135.00 - Blinds: 2 x 24 + 0.5 x 55 = 75.50 - Remote: 42.00 5) LEASE CHARGES Water and sewer share, lease clause 7: 38.60 6) DEPOSIT MATH 2,400 + 300 = 2,700. No interest per StateRules. Deductions 442.50 + 135.00 + 75.50 + 42.00 + 38.60 = 733.60 Refund 2,700 - 733.60 = 1,966.40 7) ITEMIZED STATEMENT Tenant, unit, lease dates, possession returned Sep 30 2026 1. Bedroom 2 carpet and pad, prorated: 442.50 (invoice attached, over 125) 2. Kitchen cleaning, 3 hours: 135.00 (invoice attached, over 125) 3. Bedroom 1 blinds, parts and labor: 75.50 (receipt on file) 4. Unreturned garage remote: 42.00 (receipt on file) 5. Water and sewer share: 38.60 (final bill on file) Total deductions 733.60. Deposits held 2,700.00. Refund 1,966.40. 8) COVER LETTER Dear [tenant name], thank you for returning the keys on September 30. Enclosed is the itemized statement for your security and pet deposits, with copies of the carpet and cleaning invoices. A check for 1,966.40 is enclosed. Wall marks and hallway carpet wear were treated as normal wear and tear and were not charged. If you have questions or want to discuss any line, contact [manager name] at [phone or email] and we will review it with the photos. 9) DELIVERY AND RECORDS - Mail to the forwarding address by Oct 16, keep the certificate of mailing. - Email a PDF copy as a courtesy. - Tenant file: statement, letter, invoices, receipts, both photo sets, check copy. - For a dispute, consult a local attorney or landlord association.