A letter requesting payment for damages exceeding the security deposit is an invoice addressed to a previous tenant for repair expenses to the vacated apartment.
Landlords should write a letter requesting payment of the additional funds when faced with damages that exceed the security deposit. This article will learn how to document costly repairs and invoices for repairs exceeding the security deposit funds.
What Qualifies as Major Repair
You expect to thoroughly clean and paint an apartment when a tenant moves out. You probably need to repair small damages, such as holes from picture hanging or lose hinges on cabinets. Apartment cleaning and painting costs are not extraordinary expenses. You should not use the security deposit for these costs. Some of the repair costs you can use the security deposit for are:
- Torn Curtains
- Damaged Carpet
- Broken Window Blinds
- Broken Doors or Windows
- Pet-Chewed Door Frames
- Pet-Stained Carpet
- Large Holes in Walls
Important: Document Everything
Always inspect the unit before leasing it. Photograph each room to document the apartment’s condition when it is move-in ready. Complete a standard checklist to verify the apartment is ready. This documentation protects you from possible conflict with the tenant over when the damage occurred.
When the tenant moves out, take another set of pictures to document the state of the apartment. Note any new damages by comparing these with the previous photos. Use the same standard checklist to ensure you have checked everything.
Keep all invoices and receipts for damage repairs. You will need to send an itemized list of the repair costs to the tenant. Keep copies of all your documentation in the tenant file for easy access.
What to Include in Your Letter to the Tenant
- Your letter to the previous tenant should be clear and concise. This letter or invoice should include information about the security deposit amount and the repair costs incurred. Present this information in an easy-to-read format, such as a table or list. Include copies of the receipts for repair with your letter.
- Identify the amount due for damage exceeding the security deposit. Provide instructions for paying the total amount by card or check. Also, offer instructions for lodging an objection to the repair charges and your contact information.
- This letter is a professional communication and should be printed on company letterhead and signed (Optional). Although you may be frustrated by the damage, keep your letter polite and professional.
Format for Damages Exceeding Security Deposit Letter
{your name}
{company name}
{company address}
{date}
{tenant name}
{tenant address}
Subject: Amount Due
Dear {tenant name},
As a result of significant damages to the apartment you recently vacated, the landlord will not be returning the security deposit. Moreover, repair costs exceeded the total security deposit you paid. Below are the deductions from your security deposit of {security deposit amount} and the amount due for damages.
Repair Costs – {tenant name}
| Security Deposit Paid {date} | {amount} | {total amount} |
| {repair description} | {amount} | {total amount} |
| Amount Due | {total amount} |
If you wish to dispute any of these repair costs, please submit your writing objection within 14 days of receipt. Send your objection to the address above.
Please pay the sum of {amount due} within 30 days of receipt. You can pay by card at {phone number} or send a check to the address above.
If you have any questions, please call me at {phone number}.
Sincerely,
{your signature}
{your name}
Sample Letter for Damages Exceeding Security Deposit (Request for Payment)
Alyssa Barnes
Midland Property
5098 West Meridian
Asheville, NJ 89665
June 30, 2030
Dianna Jones
3056 South Jackson
Asheville, NJ 89665
Subject: Amount Due
Dear Mrs. Jones,
As a result of significant damages to the apartment you recently vacated, the landlord will not be returning the security deposit. Moreover, repair costs exceeded the total security deposit you paid. Below are the deductions from your security deposit of {security deposit amount} and the amount due for damages.
Repair Costs – Dianna Jones
| Security Deposit Paid 6/15/29 | 1500.00 | 1500.00 |
| Replace Door Frame and Door | 400.00 | 1100.00 |
| Repair Holes in Walls | 500.00 | 600.00 |
| Replace Carpet | 1200.00 | (600.00) |
| Amount Due | 600.00 |
If you wish to dispute any of these repair costs, please submit your writing objection within 14 days of receipt. Send your objection to the address above.
Please pay the sum of $600.00 within 30 days of receipt. You can pay by card at (825) 993-5478 or send a check to the address above.
If you have any questions, please call me at (825) 993-5478.
Sincerely,
Alyssa Barnes
Alyssa Barnes
Letter for Damages Exceeding Security Deposit (Word Template)
- Photograph each room in your apartment before the tenant moves in
- Photograph damages before repair
- Keep receipts for every repair
- Send an itemized list of repair costs
- Provide methods of dispute
- Provide payment methods
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