I’m going to talk with you as a seasoned property manager and friend. So, let’s start with your security deposit. I want you to think about this guide as insider information. You deserve your deposit back. A little planning and some elbow grease will go a long way in making that happen. But it’s not just about cleaning. There’s more. And that’s what this guide is meant to help you with. Those little details about getting your deposit back that seem so elusive (unless you know about them).
That’s what I’m here to help you with today! But first, don’t forget to read the legal disclaimer at the bottom of this article.
Let’s get started.
The Importance of a Security Deposit
A security deposit is basically a safety net for landlords. It covers damage beyond normal wear and tear, unpaid rent, and other items, such as lost keys, etc.
Fortunately, most disputes are totally avoidable. Yes, really! I’ve seen residents lose their entire deposit over things they could’ve fixed in an afternoon. I’ve also seen others get every penny back by documenting, communicating, cleaning, and leaving everything just like (or better than) they found it.
Understanding Security Deposits
First, think of your security deposit like a short-term loan to your landlord. You want your landlord to repay you in full, right? So, what do you need to do to make that happen?
You need to know what your security deposit can be used for after you’ve moved. It can be used to cover things like damage, unpaid utilities, and cleaning beyond normal wear and tear.
You also need to know what your security deposit can’t be used for after you’ve moved. It can’t be used to pay for things like normal wear and tear, small scratches and scuffs, faded paint, or minor carpet issues.
How will you know what’s what, you might ask?
It’s easy! Read your lease and all the addendums. These documents will list allowable security deposit deductions and clearly outline what you are and aren’t responsible for when you move out. For example, it will tell you whether you are required to have the carpets professionally cleaned or if just a general tidying up will suffice. And anything else you need to know.
Very Important Step:
The day you move in, do a walkthrough with the property manager or other staff member. Make a written checklist or use the one they provide to you to document the condition of the residence.
And here’s the most important part…
Photograph everything (with timestamps)! That includes the walls, corners, cabinets, and appliances (inside and out), countertops, bathtubs, showers, toilets (and seats), window coverings, flooring, everything (more about this in a moment)!
REPEAT AFTER ME…PHOTOGRAPH and DOCUMENT EVERYTHING!
Next, upload, email, or hand-deliver your move-in checklist and all your photographs to your landlord. You should also send a copy to yourself.
This documentation and the photographs will become your best defense, if needed!
Move-In Best Practices Checklist
Please do the following within the first 48 hours. No procrastinating here, or it could cost you later.
- Walk through every room with your phone camera and printed checklist (like we just discussed above).
- Open drawers, closets, and appliances and photograph their insides.
- Note anything that seems off (so to speak). For example, a cracked tile (no matter how small). A loose railing. A chip in the sink. Anything. Then email that list to your landlord asking for a return acknowledgement.
- Keep copies of keys, garage remotes, and any received appliances or extras in writing.
Why?
Because if you don’t document it, you’ll likely be charged for it later.
Let’s continue.
Maintaining Your Space During Residency
Maintenance is more than just reporting an issue and having it fixed. Maintenance is also about how you should maintain the space while you live there.
For example, replace your HVAC filters (if it’s your responsibility). Mop up spills promptly. Avoid drilling bunches of holes in the walls and other hard surfaces without written permission.
If you’re a pet owner, take your pet outdoors regularly and routinely inspect for stains and odors. A significant problem, like pet urine and vomit, can turn into a big deposit deduction if they remain detectable after you’ve moved.
Must Have Insider Information!
Here are some not-so-obvious things you need to know.
1. INSIDER TIP – Written Permission
Always get written permission for any of your requests IN WRITING! Apartment personnel are extremely busy. If they gave you verbal permission for something (which they’re not supposed to do), they might not remember to document your file. That could result in you being charged for something for which you were given verbal permission.
2. INSIDER TIP – Follow Conditions of Approval
Always follow the required instructions for the approval of your request. For example, if you asked to paint your walls in your favorite color, most property management companies will require you to paint them back to their original color before you move, as a condition of the approval. If you don’t, you could be charged for that.
I can’t tell you how many times I’ve had to explain to a confused previous resident why they were charged for painting. And I get the confusion. Many renters think that since we will be painting the space after they move anyway, they don’t have to worry about it. But that’s simply not the case with most landlords.
3. INSIDER TIP – Always Keep Receipts for Repairs
Keep receipts for any repairs you do. For example, replacing broken blinds, carpet repairs, fixing countertop chips or stains, etc. These receipts show you were proactive and took care of the space responsibly.
This doesn’t mean you shouldn’t call in a maintenance request and instead pay for things yourself. If repairs are covered under your lease agreement, by all means, please contact your landlord for the repair. However, if you’ve accidentally damaged something that’s not a covered repair, you should be proactive and have it fixed at your expense.
Communication is also maintenance. It’s equally important to report maintenance issues early. Not only is it courteous, but it will also prevent damage from worsening.
4. INSIDER TIP – Understanding Carpet Damage Charges
Every landlord has a different way of calculating carpet damage charges. At my company, we estimated that our new carpets should have a life expectancy of five years.
So, let’s say you signed a one-year lease and you had new carpet when you moved in. Then, you moved out after your one-year lease was up. If the carpet was damaged enough to need replacing, you would be charged for the remaining life of the carpet, which, in this case, would be four years. That means you would pay the replacement cost of that carpet minus the one year you lived on it. This would be quite expensive. But it’s one of those things that most people aren’t aware of.
5. Insider Tip – Not Giving the Proper Written Notice to Vacate
Some people don’t realize that most landlords require a written notice to vacate in advance (usually 30 – 60 days). And if you don’t provide that, you will have to pay for those days, even though you’ve already moved out. This is another thing that could cause you to lose your deposit. So, make sure you read and understand what is required of you before you move out.
6. Insider Tip – Itemized List of Deductions
If a landlord is going to deduct charges from your deposit, most states require that they provide you with an itemized list of deductions. You can always ask for receipts if anything looks unreasonable. And, hopefully, you have photos as proof of anything in question. Photos are indisputable proof! That’s why they’re so important!
Now, let’s talk about when it comes time to move out.
Preparing for Move-Out
Two words: plan ahead! Don’t wait until the moving truck is outside!
30-60 Days Out:
Read your lease’s move-out clause. Does it require you to provide a written notice to vacate? Does it require professional carpet cleaning? Will a walk-through be offered? Follow whatever steps are required (if you want to get your deposit back).
14 Days Out:
- Patch small nail holes and touch up paint in the matching color (your landlord might even provide you with a small pint of paint for touch-ups if needed).
- Replace any burned-out light bulbs and HVAC filters.
- Schedule a carpet clean (if your lease requires it, or if it smells).
7 Days Out:
- Deep-clean the kitchen, including inside the oven and refrigerator.
- Defrost the freezer and clean out the washer and dryer.
- Remove trash and personal items from storage areas.
Move-Out Day:
- Perform a final cleaning after everything is out of the rental.
- Do a final walk-through, taking photos and video. Walk through each room slowly, narrate, and show meter readings. Be sure to use something that gives a timestamp as proof.
- Hand over keys and get a signed receipt from your landlord, noting the date and time.
How to Maximize Your Deposit Return
Here’s a practical checklist that, if followed, will maximize your chances of getting your deposit back.
- Give the required written notice to vacate.
- Document move-in and move-out with photos, videos, and timestamps.
- Get landlord acknowledgment of move-in defects.
- Patch and touch up small cosmetic issues.
- Replace consumables you used up (smoke alarm batteries, HVAC filters, etc.).
- Clean the rental and all the appliances thoroughly. Landlords typically charge for cleaning the inside of the oven or refrigerator if they’re dirty.
- Address pet stains and odors proactively with enzymatic cleaners.
- Keep all receipts and share them with the landlord as proof.
- Request a pre-move-out inspection (many landlords will do one with you if you ask) so the landlord can point out issues you could be charged for. This will give you the opportunity to correct them, so you aren’t charged.
- Make sure you give your landlord your forwarding address, so they know where to send your deposit.
Contrary to popular belief, landlords generally don’t want to keep your money. It’s extra paperwork. It’s a headache. And it takes extra time out of their day. If you make it easy for them to return your deposit, they usually will!
Now, let’s talk about local laws before we finish.
Disclaimer: This article is for informational purposes only and does not constitute legal advice. Laws regarding security deposits vary by location, and you should consult a qualified attorney or local housing authority for guidance specific to your situation.
Understanding Local Laws and What to Do if Your Deposit Isn’t Returned on Time
The laws in each state vary. However, the timelines for returning your deposit usually range from 14 days to 60 days. And, as we mentioned above, most states require an itemized list of deductions to be included with your deposit.
If there is anything you’re unsure of, don’t hesitate to contact your state or local housing website or consult a tenant-rights organization for guidance.
If your deposit isn’t returned, do the following:
1. Send a polite written demand (email + certified letter with return receipt requested) asking for the deposit and any itemized deductions.
2. Request receipts and a breakdown of charges.
3. If the landlord ignores you, consider a small claims court filing. They are specifically designed for disputes like this and often won’t cost much in fees.
4. Keep all documentation, including photos, emails, letters, and receipts. And don’t forget to make notes about all dates, times, and people you spoke with verbally (if any).
NOTE: Many jurisdictions penalize landlords who withhold deposits illegally. The penalty usually includes a combination of one or more of the following. Interest, double or triple the damages, a fine, and making them pay for the court costs. So, landlords have a huge incentive to make sure you get your deposit and/or an accounting of the charges to you within the required timeframe.
Conclusion
Getting your full deposit back isn’t magic. It’s a method. Document everything at move-in. Keep the place in reasonable shape. Communicate clearly in writing. And leave the property in the same, if not better, shape than you found it.
These small actions can add up to one big thing: getting your deposit back!
Disclaimer: This article is for informational purposes only and does not constitute legal advice. Laws regarding security deposits vary by location, and you should consult a qualified attorney or local housing authority for guidance specific to your situation.
