Security Deposit Refund Timeline (From Move-Out to Resolution)

Security deposit disputes can feel chaotic, but most cases follow a predictable timeline. Understanding what happens at each stage — and what you should be doing — puts you in control of the process.

This guide walks you through the complete timeline from move-out day to resolution, with action items at each stage.

Phase 1: Move-out day (Day 0)

What you do on move-out day sets the foundation for everything that follows. Be thorough.

Documentation checklist

• Photograph everything: Every room, every wall, inside appliances, cabinets, closets. Get wide shots and close-ups of any existing wear or issues.
• Video walkthrough: A continuous video shows the complete condition and can't be accused of selective editing.
• Timestamp your evidence: Make sure date/time stamps are enabled on your photos or use a timestamping app.
• Photograph meters: Final utility readings can matter if utilities are disputed.

Key return

• Return all keys, remotes, and access cards.
• Get written proof: email confirmation, signed receipt, or text message.
• Note the exact date and time of key return — this often starts the deadline clock.

Forwarding address

Send your forwarding address in writing. This is essential in Texas (deadline doesn't start without it) and helpful everywhere. Template: Forwarding address letter.

Phase 2: Waiting period (Days 1-30+)

Now you wait for the state deadline. Use this time to organize your documentation and understand your state's rules.

Calculate your deadline

Use the Deadline Calculator. Key deadlines by state:

• Arizona: 14 business days (after you demand return)
• California: 21 calendar days
• Colorado: 30 days (up to 60 if in lease)
• Florida: 15 days (no deductions) or 30 days (with deductions)
• New York: 14 days
• Texas: 30 days (after you provide forwarding address)
• Washington: 30 days

What to do while waiting

• Organize your move-in and move-out photos side by side
• Create a timeline document with all key dates
• Review your lease for any relevant deposit clauses
• Read your state's security deposit law

Phase 3: Response arrives (or doesn't)

What happens next depends on what you receive (or don't receive) from your landlord.

Scenario A: Full refund received

Great! Deposit your check and keep records in case questions arise later. You're done.

Scenario B: Partial refund with itemization

Review the itemization carefully:

1. Check timing: Was it sent before the deadline? (Check postmark if mailed.)
2. Audit each deduction: Is it specific enough? Does it show normal wear and tear? Is depreciation applied?
3. Check for receipts: In CA (over $125) and WA, receipts should be included.
4. Compare to move-in condition: Match each charge against your move-in documentation.

Use the Deduction Checker for specific charges.

Scenario C: Nothing received by deadline

This often gives you the strongest position. In forfeiture states (CA, NY, FL), missed deadlines mean you're entitled to the full deposit. In other states, penalties apply.

Phase 4: Dispute (if needed)

If you have improper deductions or a missed deadline, it's time to push back.

Step 1: Request documentation (if itemization was vague)

Ask for receipts, photos, and detailed explanations. Template: Request receipts/invoices.

Step 2: Send a dispute letter

Challenge each improper deduction with specific arguments. Set a 7-14 day deadline for response. Template: Dispute deductions letter.

Step 3: Escalate to a demand letter

If they don't respond or won't correct the issues, send a formal demand letter citing state law and penalties. Generate a demand letter.

Phase 5: Small claims (if needed)

If demand letters don't work, small claims court is your final step. It's designed for exactly this type of dispute.

Typical small claims timeline

• Filing: Same day at courthouse (pay $30-100 filing fee)
• Service: 1-2 weeks to serve the landlord with papers
• Hearing: Usually scheduled 30-60 days after filing
• Judgment: Often same day as hearing
• Collection: May take additional time if landlord doesn't pay voluntarily

What to bring to court

• Your lease
• Move-in and move-out photos
• The itemization (or evidence you never received one)
• All written communications with landlord
• Timeline showing deadline calculation
• Copies of state law citations

For state-specific procedures and limits, see the small claims guide.

Quick reference: Action timeline

• Day 0: Move-out documentation, key return, forwarding address
• Days 1-30: Wait for deadline; organize documentation
• Deadline +1: Send written request if nothing received
• Deadline +14: Send dispute letter if issues with itemization
• Deadline +30: Send formal demand letter if no resolution
• Deadline +45: File in small claims if demand ignored