Free landlord deposit return letter template

Who this letter is for

Recover a tenancy deposit your landlord or agent is withholding. It is written in the formal register companies, landlords and card issuers expect, and it records the facts, the remedy sought and the deadline in a way that supports any later escalation to an ombudsman or the courts.

How to use this template

1. 1Confirm which deposit protection scheme holds your money and your reference number.
2. 2Download the template and list every deduction you dispute, with your reasons.
3. 3Attach the inventory, check-out report and dated photographs.
4. 4Give the landlord or agent 14 days to return the balance.
5. 5Raise a scheme dispute or a claim in the county court if the deadline passes.

What to include before you send it

• State the exact date your tenancy ended and the deadline that has passed.
• Attach your check-in and check-out inventories and photos.
• Name the deposit scheme or bond authority and say you will raise a dispute.

The rights you are relying on

Tenancy deposit protection rules (UK Housing Act 2004), state security-deposit statutes with statutory deadlines (US), and residential tenancy bond authorities (AU).

The letter template

[Your name]
[Your address]
[Email address] · [Phone number]
[Date]

[Landlord / letting agent name]
[Address]

Re: Return of tenancy deposit — [PROPERTY ADDRESS]

Dear [Name],

My tenancy at [PROPERTY ADDRESS] ended on [DATE]. I paid a deposit of [AMOUNT] at the start of the tenancy on [DATE].

To date I have received [nothing / only AMOUNT], and you have proposed deductions of [AMOUNT] for [reason given]. I do not accept these deductions because [the items listed are fair wear and tear / the condition is unchanged from the check-in inventory / no evidence of cost has been provided].

I therefore request the return of [AMOUNT] to [bank details] within 14 days of the date of this letter.

If the full amount is not returned within that period I will:

1. Raise a formal dispute with [deposit protection scheme / bond authority] and request adjudication.
2. Begin a claim in the small claims court for the deposit, interest and costs, and for any statutory penalty available for failure to protect or return the deposit.

This letter is a letter before action.

Yours sincerely,

[Your name]

Enclosures: tenancy agreement, check-in and check-out inventories, photographs, bank details.

Frequently asked questions

How long does a landlord have to return a deposit?

In England and Wales the landlord must return the undisputed balance within 10 days of agreeing the amount after the tenancy ends.

Related free letter templates

Browse the full library of free refund and cancellation letter templates.