#landlord compliance

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.

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.