Is ReclaimDeposit a law firm?

No. ReclaimDeposit provides tools and document preparation to help renters understand security deposit rules and create organized documentation. It is not legal advice.

Do security deposit rules vary by state?

Yes. Deadlines, penalties, and allowed deductions vary by state (and sometimes city). Always check the rules for your location.

Does an itemized statement require receipts?

It depends on your state. California requires receipts for deductions over $125. Washington requires copies of receipts or estimates with every itemization. Other states don't explicitly require receipts, but landlords must substantiate charges if challenged. Missing receipts is a strong argument in disputes.

What if I never received an itemized statement?

In many states (California, New York, Florida), failure to provide an itemized statement means the landlord forfeits all deductions — you're entitled to the full deposit back. Even in other states, no itemization makes it very difficult for landlords to justify any deductions.

How specific does the itemization need to be?

It should list each charge separately with a description of what was repaired or cleaned, the location, and the amount. Vague entries like 'repairs: $500' or 'cleaning: $300' without explanation are red flags that may not hold up in court.

Can my landlord send a late itemization?

They can send one, but it may not save them. In forfeiture states (CA, NY, FL), a late itemization doesn't restore their right to deduct. In other states, a late itemization creates penalty exposure. Either way, lateness hurts the landlord's position.

What if the itemization amounts don't add up?

Math errors are surprisingly common. Add up the charges yourself and compare to the total deducted. If there's a discrepancy, point it out in your dispute letter. Courts don't look favorably on sloppy accounting.

Security Deposit Itemized Statements (Examples + Red Flags)

If your landlord keeps any of your deposit, you should receive an itemized statement — a written list of deductions with descriptions and amounts. This requirement exists in almost every state, though the specifics vary.

The problem: many itemizations are too vague, too late, or completely missing. This guide shows you what a proper itemization looks like, common red flags, and how to respond when something doesn't add up.

What a proper itemized statement includes

A "good" itemization allows you to understand and verify each charge. It should include:

Each deduction listed separately: No lump sums. "Repairs: $800" is not specific enough.
Description of the work: What was repaired/cleaned, where in the unit, and why.
Dates: When the work was done or when damage was discovered.
Amounts: The cost for each item, with breakdowns where appropriate.
Receipts or invoices: Required in some states; helpful in all.
Depreciation information: For items being replaced, the age and remaining useful life.

Example: A proper itemization

Here's what a legitimate itemization might look like:

Security Deposit Itemization — 123 Main St, Unit 4 Deposit paid: $1,500 1. Carpet stain removal, living room — $150 (receipt attached) 2. Drywall repair, bedroom — hole near closet — $85 (photo + invoice attached) 3. Missing garage remote — $45 replacement cost Total deductions: $280 Amount due tenant: $1,220 Check enclosed, dated within 21-day deadline.

Notice: each charge is specific, located, documented, and reasonable. This is what you should expect.

Example: A problematic itemization

Compare with this common but problematic format:

Security Deposit Statement Cleaning: $400 Repairs: $650 Carpet: $800 Total deducted: $1,850 No refund due.

Problems: No descriptions, no locations, no receipts, no depreciation, and total exceeds a typical deposit. This is challengeable.

Red flags to watch for

These patterns often signal improper deductions:

Vague descriptions

"Cleaning fee" with no explanation of what was cleaned
"Repairs" without specifying what was repaired
"Labor" without describing the work
"Miscellaneous" or "other charges"

Inflated or undocumented amounts

Full replacement cost for old items (carpet, paint, appliances) without depreciation
Professional cleaning fees when you left the unit clean
Large charges with no receipts or invoices
Amounts that seem excessive for the work described

Routine maintenance disguised as damage

Repainting after a multi-year tenancy (paint has 3-5 year useful life)
Carpet cleaning when not required at move-in
HVAC filter replacement (typically landlord responsibility)
Touch-ups and minor repairs that happen between any tenancy

Missing or late delivery

No itemization received at all
Itemization received after the deadline
Itemization sent to wrong address

State requirements for itemizations

What's required varies by state:

California

Must provide itemization within 21 days
Receipts required for deductions over $125
Starting April 2025: must include photos
Failure to itemize = forfeit all deductions

Washington

Must provide "full and specific statement"
Must include copies of receipts, bills, or estimates
Self-performed work must show time and hourly rate
Move-in checklist required — can't deduct without it

Colorado

Must provide written statement with "exact reasons"
Failure to provide = forfeit all rights to withhold

New York

Must provide itemization within 14 days
Failure to itemize = forfeit right to retain any portion

Florida

Must send notice of claim within 30 days by certified mail
Tenant has 15 days to object after receiving
Failure to send proper notice = forfeit all claims

How to respond to a bad itemization

If you received an itemization with red flags, here's your response plan:

Step 1: Request documentation

Ask for receipts, photos, and explanations for each charge. Keep your request factual and specific. Template: Request receipts/invoices.

Step 2: Evaluate each charge

Use the Deduction Checker to analyze each line item. Look for: normal wear and tear, missing depreciation, lack of documentation, and inflated amounts.

Step 3: Write a dispute letter

Challenge each improper deduction with specific arguments. Template: Dispute deductions letter.

Step 4: Escalate if needed

If the landlord won't respond or won't correct the charges, send a formal demand letter citing state law and penalties. Then consider small claims court. Generate a demand letter.

What if you never received an itemization?

A missing itemization is often better for you than a bad one. In forfeiture states (CA, NY, FL), no itemization means automatic forfeiture of all deductions. Even in other states, the landlord will struggle to justify keeping any portion without documentation.

Steps: Confirm the deadline passed, send a written request demanding full return citing the missing itemization, and escalate quickly if they don't respond.