ReclaimDepositWhen your landlord sends an itemized statement, the first question is: are these deductions actually allowed? The second question is: are the amounts reasonable and proven? This guide covers both — walking through every common deduction category, explaining what's legitimate vs. what's overreach, and showing you how to challenge improper charges.
The two rules that apply everywhere
Before diving into specific deductions, understand two principles that apply in every state:
1. No charges for normal wear and tear
Every state prohibits landlords from deducting for normal wear and tear — the natural deterioration that happens through ordinary use of a rental unit. This isn't optional; it's the law.
Normal wear and tear includes:
- Minor scuffs and marks on walls from furniture and daily living
- Worn or matted carpet in high-traffic areas (hallways, doorways)
- Faded or dulled paint after years of exposure to light
- Small nail holes from hanging pictures or decorations
- Minor scratches on hardwood floors from normal furniture use
- Worn finish around door handles, light switches, and cabinet pulls
- Loose door handles or hinges from regular use
- Dusty blinds or slightly warped window screens
Damage beyond normal wear includes:
- Large holes in walls (beyond small nail holes)
- Stains, burns, or tears in carpet
- Broken windows, doors, or fixtures
- Pet damage (scratches, odors, stains)
- Unauthorized modifications (paint colors, removed fixtures)
- Water damage from tenant negligence
- Burns on countertops or flooring
- Missing or broken appliance parts
When evaluating a deduction, ask: "Would this have happened to any tenant living here normally?" If yes, it's likely wear and tear. See Wear vs. Damage examples.
2. Depreciation reduces what you owe
Even when damage is legitimate, you shouldn't pay full replacement cost for old items. Depreciation reflects that items lose value over time. If carpet is 7 years into a 10-year useful life when damaged, it's 70% depreciated — you'd owe at most 30% of replacement cost.
Common useful life estimates:
- Carpet: 5-10 years (varies by quality; builder-grade is shorter, high-quality longer)
- Interior paint: 3-5 years (depends on quality and exposure to light)
- Appliances: 10-15 years (refrigerators, stoves, dishwashers)
- Blinds and window coverings: 5-7 years
- Vinyl/laminate flooring: 15-25 years
- Countertops: 20-25 years (longer for stone)
Example: Landlord charges $1,200 to replace carpet. The carpet was 8 years old with a 10-year useful life. Depreciation: 80%. Maximum you'd owe: $240 (20% of $1,200). Many landlords ignore depreciation entirely — this is a common area to challenge.
Common deduction categories
Now let's examine each deduction type you might see on an itemization:
Cleaning
Cleaning is one of the most disputed deductions. Landlords can charge for cleaning to restore the unit to move-in condition — but not for routine turnover cleaning that happens between every tenant.
- Legitimate: Excessive grease buildup, mold from neglect, significant trash left behind, pet odor requiring treatment.
- Not legitimate: Professional carpet cleaning (if not required at move-in), routine cleaning between tenants, dusting or vacuuming.
California specifically prohibits requiring professional carpet cleaning unless the unit was professionally cleaned when you moved in. Many landlords don't realize this.
Tip: Red flag: Flat "cleaning fees" with no explanation. Ask what specifically needed cleaning beyond normal turnover.
Carpet replacement or repair
Carpet generates more disputes than any other item. Key points:
- Worn carpet in traffic areas is normal wear — not your responsibility.
- Stains, burns, and tears are damage — but depreciation applies.
- Full replacement cost is almost never appropriate for used carpet.
- If landlord can't show the carpet's age, challenge the entire charge.
Detailed guide: Carpet replacement deductions.
Painting
Paint has a short useful life (3-5 years). After a multi-year tenancy, repainting is expected maintenance — not a tenant expense.
- Legitimate: Unauthorized paint colors, excessive marks or stains, crayon/marker damage, smoke damage.
- Not legitimate: Full repaint after 3+ years, touch-up paint in high-traffic areas, faded paint from sunlight.
Even for legitimate damage, you only owe for the damaged portion (not the whole unit) with depreciation applied.
Keys, locks, and rekeying
If you returned all keys, there should be no charge. If keys are missing:
- Key replacement cost should be actual cost (often $5-20 per key).
- Rekeying is sometimes charged but should be reasonable (not $200+ per lock).
- Ask for receipts — some landlords mark up key costs significantly.
Tip: Always get written confirmation when you return keys. Photo the keys with the landlord or property manager present.
Unpaid rent, fees, and utilities
Landlords can deduct amounts you actually owe — but they must prove it:
- Unpaid rent: Request a ledger showing exact dates and amounts. Verify against your records.
- Late fees: Check your lease for fee amounts and grace periods. Some fees may be improper.
- Utilities: Only if the lease makes you responsible and the landlord has actual bills.
Appliances and fixtures
Broken appliances can be deducted, but depreciation applies heavily. A 12-year-old refrigerator that breaks is mostly depreciated — you shouldn't pay much even if you caused damage.
- Ask for appliance age and original cost.
- Calculate depreciation (10-15 year useful life for most appliances).
- Request repair quotes before accepting replacement costs.
State-specific rules
While the basics apply everywhere, some states have specific requirements:
California
- Receipts required for deductions over $125.
- Cannot require professional carpet cleaning unless required at move-in.
- Starting April 2025, landlords must provide photos of damage.
- Landlord must allow pre-move-out inspection to identify potential deductions.
Washington
- Must provide copies of receipts, bills, or estimates with itemization.
- Self-performed work must include time spent and reasonable hourly rate.
- Move-in checklist is mandatory — landlord can't deduct without it.
Colorado
- Normal wear and tear explicitly defined in statute as "deterioration without negligence, carelessness, accident, or abuse."
- Landlord must provide "exact reasons" for retention.
New York
- Landlord must offer move-in inspection.
- Tenant can request pre-move-out walk-through to identify potential issues.
Red flags that signal overcharging
Watch for these patterns that suggest deductions are inflated or improper:
- Flat fees without descriptions: "Cleaning fee: $300" or "Repairs: $500" with no specifics.
- Full replacement costs: Charging $1,500 for carpet without mentioning age or depreciation.
- Missing documentation: No receipts, invoices, photos, or work orders to support charges.
- Routine maintenance as tenant damage: Repainting after 5 years, replacing worn flooring, servicing HVAC.
- Charges for pre-existing conditions: Damage that was there when you moved in.
- Math errors: Deductions that don't add up or exceed your deposit amount.
How to challenge deductions
When you receive an itemization with improper deductions:
- Request documentation: Ask for receipts, invoices, photos, and work orders. Template: Request receipts/invoices.
- Dispute line by line: Address each deduction with specific arguments (wear and tear, depreciation, missing proof). Template: Dispute deductions letter.
- Attach your evidence: Move-in/move-out photos, lease excerpts, prior communications.
- Set a deadline: Give 7-14 days to respond before escalating.
- Escalate if needed: Send a formal demand letter citing state law and penalties, then file in small claims.
Tools to help
- Deduction Checker — Evaluate specific line items for legitimacy.
- Wear vs. Damage — See examples of what counts as normal wear.
- Deduction Guides — Deep dives on 30+ specific deduction types.
- Free Deposit Analysis — Generate a state-specific demand letter.