Document security deposit deductions after a move-out inspection
An itemized, defensible deposit disposition letter that separates damage from normal wear and tear and meets deadlines.
The prompt
Help me prepare an itemized security deposit statement after a tenant moved out.
State and city: [LOCATION - deadlines and rules vary]
Deposit amount and any interest owed: [AMOUNT]
Move-in date, move-out date, and lease length: [DATES]
Move-in condition record: [CHECKLIST OR PHOTO NOTES]
Move-out findings: [ITEM, LOCATION, CONDITION, PHOTOS TAKEN Y/N]
Costs: [INVOICES, QUOTES, OR MY LABOR RATE PER ITEM]
Unpaid rent or fees: [AMOUNTS]
Tenant's forwarding address provided? [YES/NO]
Steps:
1. Classify each item as damage beyond normal wear and tear, normal wear and tear (not chargeable), or cleaning. Explain the reasoning briefly; e.g. light carpet wear after four years is usually wear, pet stains are usually damage.
2. Prorate charges for items with a useful life (carpet, paint, appliances) based on age, and show the math.
3. Flag any charge that lacks a move-in record, photo, or receipt as weak.
4. Total the deductions and the refund or balance due.
Return:
- A table: Item | Classification | Evidence | Cost | Prorated charge.
- A clear, neutral itemized statement letter to the tenant.
- The deadline to send it, marked [CONFIRM STATE DEADLINE], and the delivery method to use.
Do not invent costs. Remind me that wrongful withholding can carry penalties in many states and to confirm with a local attorney or my state's landlord-tenant guide.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Legal & Compliance prompts
What to fill in
- LOCATION - deadlines and rules vary
- AMOUNT
- DATES
- CHECKLIST OR PHOTO NOTES
- ITEM, LOCATION, CONDITION, PHOTOS TAKEN Y/N
- INVOICES, QUOTES, OR MY LABOR RATE PER ITEM
- AMOUNTS
- YES/NO
- CONFIRM STATE DEADLINE
How this prompt is built
This prompt follows the RTF structure (Role, Task, Format). RTF tells the model who to be, what to do and what shape the answer should take. It is the quickest structure that still gives noticeably better results than a bare request.
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