Security Deposit Itemized Deductions Letter
Landlord letter accompanying the security-deposit refund — itemised deductions per state law.
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Riverside Holdings LLC
301 River Road, Portland, OR 97214
Date: May 4, 2026
To: Jordan Alex Taylor
88 Pine Lane, Portland, OR 97214
Re: Security Deposit — Itemised Statement and Refund
Property: 482 Elm Street, Apt 3B, Portland, OR 97214
Lease end: April 30, 2026
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Dear Jordan Alex Taylor,
This letter is the itemised statement of deductions and refund of your security deposit, provided in compliance with Oregon ORS 90.300 — within 31 days of tenant surrender..
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DEPOSIT ACCOUNTING
Original security deposit: $2,150.00
DEDUCTIONS
Unpaid rent: $0.00
Late fees: $0.00
Damages beyond ordinary wear and tear:
Carpet stain — bedroom 1 — professional cleaning attempt unsuccessful; replacement of bedroom 1 carpet section: $385.00.
Wall hole — bedroom 2, fist-sized, drywall repair + paint match: $145.00.
Missing closet door — bedroom 1; replacement door + installation: $220.00.
Subtotal: $750.00
Cleaning (above ordinary): $0.00
Unit was returned in good cleaned condition matching move-in. No additional cleaning charge.
(If charged: describe scope — beyond-ordinary cleaning needed.)
Other:
No other deductions.
Subtotal: $0.00
TOTAL DEDUCTIONS: $750.00
REFUND DUE TO YOU: $1,400.00
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PAYMENT METHOD
► Check by mail to forwarding address
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DOCUMENTATION
The deductions above are supported by:
• Move-in inspection checklist (signed at lease start)
• Move-out inspection checklist (signed or attempted at lease end)
• Photographs taken at both move-in and move-out
• Repair invoices and receipts (copies enclosed for amounts exceeding $25)
• Cleaning invoice (if charged)
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DISPUTE PROCESS
If you disagree with any deduction, please contact us in writing within 30 days of the date of this letter. Disputes that cannot be resolved informally may be brought in small-claims court under Oregon law; Oregon provides for statutory damages where the landlord acts in bad faith.
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Sincerely,
_______________________________ Date: May 4, 2026
Riverside Holdings LLC
Enclosures:
□ Refund check / payment confirmation (or invoice if deductions exceed deposit)
□ Repair invoices and receipts
□ Move-out inspection checklist
□ Selected photographs documenting damages
About this template
The itemised deduction letter is the document state law requires landlords to provide when returning (or partially returning, or not returning) a security deposit. Every state has a specific deadline — Massachusetts 14 days, California 21 days, Oregon 31 days, New York 14 days, Texas 30 days, Florida 30-60 days depending on whether the tenant disputes — and most states require the itemisation to be in writing, sent to the tenant's forwarding address. Missing the deadline triggers significant statutory damages: California allows up to 2x the deposit; Texas allows up to 3x plus attorney's fees; many states require return of the full deposit regardless of damages if the deadline is missed in bad faith. The itemisation must be specific — "damages: $400" is insufficient; "carpet replacement bedroom 2 due to pet stains: $400 (invoice attached)" is the standard. Deductions are limited to (a) unpaid rent, (b) damages BEYOND ordinary wear and tear, (c) cleaning beyond what the unit needed at move-in, and (d) other items specified by the lease and state law. The "ordinary wear and tear" line is the most-litigated; landlords routinely lose deductions for items courts consider ordinary aging (carpet wear after 5+ years, faded paint, minor scuffs). Best-practice landlord workflow: walk the unit with the tenant if they request it, take dated photos, get repair quotes from licensed contractors before deducting (rather than a flat estimate), keep all receipts, and send the itemisation early rather than at the deadline. Tenant-friendly states have additional protections (initial inspection rights, tenant cure rights before move-out final, second-walkthrough rights).
When to use it
- Returning a security deposit at lease end.
- Sending the statutory itemisation when deductions are made.
- After tenant move-out and unit inspection.
- Following a disputed deduction inquiry from the former tenant.
- When deductions exceed the deposit (the letter doubles as an invoice).
What to include
- Original deposit amount.
- Each deduction with specific description and amount.
- Total deductions and refund (or balance due if negative).
- Supporting documentation list.
- Refund payment method.
- Dispute process and contact information.