Short answer: What should I document for a security deposit dispute?
Save the lease, deposit proof, and move-in and move-out photos, plus cleaning receipts and the landlord's itemized deductions. Compare each charge to your photos and the lease. Rules and deadlines vary by state. Send one clear, dated request for any refund you believe is owed, and keep copies of everything.
When a landlord keeps part or all of a security deposit, the dispute usually turns on paperwork: what the unit looked like when you moved in, what it looked like when you left, and which charges are backed by real costs. Strong documentation won't guarantee a refund, but weak documentation makes a fair review much harder.
This guide is about what to gather and how to organize it. It is general information, not legal advice. Security deposit rules (deadlines, interest, what landlords may deduct, and how to challenge a withholding) vary by state and sometimes by city. Read your lease and your state's tenant resources, or talk with a tenant hotline or attorney, for your situation.
1. Start with the lease and the deposit record
Collect:
The signed lease (full copy) and any addenda about cleaning, painting, or "normal wear and tear"
Proof you paid the deposit (receipt, bank record, or lease clause stating the amount)
Move-out notice you gave (and how/when you sent it)
Forwarding address you provided in writing
Any written checklist or condition report from move-in or move-out
Write down the deposit amount, the date paid, and the date you vacated.
2. Document condition at move-in (if you still can)
The FTC's consumer guidance on rental practices urges renters to document the unit's condition: take photos as soon as you move in, send them to the landlord, and report appliances or systems that don't work. If you still have those files:
[ ] Timestamped photos or video of every room, floor, wall, appliance, bathroom, and closet
[ ] A short written list you emailed or texted to the landlord at move-in
[ ] Screenshots showing the date those messages were sent
If you never did this, note that honestly and lean harder on move-out proof and contemporaneous messages.
3. Document condition at move-out
Do this before you hand over keys, if possible:
[ ] Photos/video of the same angles as move-in (empty rooms, clean surfaces)
[ ] Photos of appliances inside and out, under sinks, and behind the stove/fridge if accessible
[ ] Meter readings or utility final bills if relevant to your lease
[ ] Cleaning receipts (professional clean, carpet clean) with dates
[ ] Repair receipts for anything you fixed yourself
[ ] A witness (roommate, friend) who saw the empty unit, with their contact information
Ask for a pre-move-out inspection if your lease or local rules allow one, and keep notes from that walk-through.
4. Save the landlord's explanation
When money is withheld, ask in writing for:
An itemized list of deductions
The amount of each charge
Copies of invoices or estimates that support repair or cleaning costs
The date by which any remaining balance will be returned
Keep the envelope or email header. Deadlines for returning deposits and providing itemizations are set by state law, not by this guide — look up your state's attorney general or housing agency page for the timeline that applies to you.
5. Build a simple comparison file
One folder (paper or digital) with:
Cover sheet: your name, unit address, deposit amount, move-in/out dates, landlord name and address
Lease + payment proof
Move-in photos / messages
Move-out photos / cleaning receipts
Landlord's itemized deductions
Your short response: which line items you agree with, which you dispute, and why (e.g., "pre-existing stain shown in move-in photo #12"; "normal wear on five-year-old carpet")
Stay factual. Avoid insults. Attach only what supports each point.
6. Common deduction categories to review carefully
Without turning this into legal advice, these are the categories people often sort first:
Unpaid rent or utilities clearly owed under the lease
[ ] Move-in photos/messages (or note that they don't exist)
[ ] Move-out photos/video and cleaning receipts
[ ] Itemized deduction list from landlord
[ ] Side-by-side notes on disputed line items
[ ] One dated letter or email stating what you want returned
[ ] Copies of everything you send, with proof of delivery when possible
Want a structured kit? The Security Deposit Dispute Kit has checklists and letter templates for organizing the same evidence. It doesn't guarantee a refund, and you can follow this guide without it.
General information only. Not legal advice. Security deposit laws, deadlines, and remedies differ by state and locality. For a live dispute, check your state attorney general or housing agency resources, or consult a qualified attorney or tenant advocate.