Free tool

Itemized Deduction Letter Generator

Fill in the deposit amount and any deductions to generate a clean, printable PDF statement you can mail or email to a former tenant.

Parties

Landlord / property manager name

Landlord mailing address

Tenant name

Rental property address

Details

State

Move-out date

Deposit held

Deductions

Summary

Deposit held: $1,500.00
Total deductions: −$0.00

Refund due

$1,500.00

California requires an itemized statement within 21 days of move-out (Cal. Civ. Code § 1950.5).

Why an itemized statement matters

Nearly every state requires landlords to explain any deposit deduction in writing, usually within the same deadline as the refund itself. Landlords who withhold money without sending an itemized statement risk losing the right to keep any of the deposit — regardless of how legitimate the damage was.

This generator produces a simple, dated statement listing the original deposit, each deduction, and the balance due back to the tenant, with a citation to your state's deposit statute. Pair it with photos of the unit's condition and receipts for any repairs to support your accounting if it's ever disputed.