What Is a Move-Out Statement for a Security Deposit?

A move-out statement is a formal document provided by a landlord to a tenant at the conclusion of a lease agreement. This statement serves as a financial summary of the tenancy’s end, detailing how the security deposit has been accounted for. It fosters transparency and accountability, ensuring a clear record of financial adjustments related to the property’s condition upon vacating.

Understanding What a Move-Out Statement Is

A move-out statement is a formal, written document that itemizes costs incurred by the landlord for repairs, cleaning, or unpaid financial obligations beyond normal wear and tear. For landlords, it functions as a justification for any deductions made from the tenant’s security deposit, providing a detailed breakdown of expenses.

From a tenant’s perspective, the move-out statement serves as an official record of the landlord’s assessment of the property’s condition and how their security deposit has been handled. In many jurisdictions, providing such an itemized statement is a legal requirement designed to ensure fairness in the security deposit return process.

Common Information Found in a Move-Out Statement

A move-out statement begins with basic identifying details, including the property address, the tenant’s name, and the landlord’s name. It also specifies the start and end dates of the tenancy, establishing the period covered by the financial assessment. A significant portion of the statement details the initial security deposit amount and, if applicable, any interest accrued on that deposit, which some states require landlords to pay.

The core of the statement involves an itemized list of any deductions from the security deposit, presented with specific reasons and corresponding costs. Common deductions include charges for cleaning beyond reasonable tidiness, such as excessive dirt, grime, trash removal, or professional services for carpets, walls, or appliances. Landlords cannot deduct for routine cleaning if the property is left in a reasonably clean state.

Repair costs for damages exceeding normal wear and tear are also itemized. Examples of such damages include large holes in walls, broken fixtures like windows or appliances, damaged flooring, burns, significant stains, pet damage, or unauthorized painting. Normal wear and tear, which landlords cannot charge for, encompasses minor scuffs, faded paint, small nail holes, worn carpets, or appliance breakdowns due to age.

Additionally, deductions may cover unpaid rent, outstanding utility bills, late fees, or costs associated with removing abandoned furniture or personal belongings left on the property.

The statement concludes with a calculation of the remaining balance of the security deposit to be refunded to the tenant, or any additional amount owed by the tenant. Supporting documentation, such as receipts, invoices, or photographs, is often included or referenced to substantiate the deductions.

The Move-Out Statement Process and Timelines

The process for issuing a move-out statement follows a structured timeline, which is legally mandated and varies by jurisdiction. Landlords are required to provide this statement within a specific period after the tenant vacates the property, commonly ranging from 14 to 60 days. Failure to meet this deadline may result in the landlord forfeiting their right to make any deductions from the security deposit.

The delivery method of the move-out statement is important, with certified mail being a common choice to ensure verifiable proof of mailing and delivery. Other methods, such as email or in-person delivery, may also be used, but the emphasis remains on having a traceable record for legal purposes. Before the tenant moves out, some jurisdictions or landlords may offer a pre-move-out inspection, allowing tenants the opportunity to address any identified issues and potentially avoid deductions. Following the tenant’s departure, the landlord conducts a final inspection to assess the property’s condition against its state at move-in. The move-out statement then serves as the conclusive financial document summarizing this assessment and any related charges.

How a Move-Out Statement Affects Your Security Deposit

The move-out statement directly dictates the disposition of your security deposit. This document formally notifies the tenant how their initial deposit has been utilized, detailing any deductions or confirming the full refund, and it should include a check for any remaining balance if a refund is due. Upon receiving the statement, tenants should carefully review it, comparing the listed deductions against their own records, such as move-in checklists, photographs, or receipts for any cleaning or repairs they performed.

If a tenant believes any deductions are unjustified, they have the right to dispute them. The process involves sending a detailed written letter of dispute to the landlord, outlining specific reasons for disagreement and providing supporting evidence. Sending this communication via certified mail can provide proof of delivery. If negotiation proves unsuccessful, further options may include mediation, or pursuing the matter in small claims court. Landlords who wrongfully withhold security deposits or fail to comply with legal requirements may face penalties, which can include paying the tenant double or triple the amount of the deposit, along with potential attorney fees.