Move-Out Deduction Worksheet

Understanding Allowable Security Deposit Deductions

Security deposit disputes are the most common source of landlord-tenant litigation. The fundamental distinction that determines whether a deduction is legal is the difference between damage (chargeable) and normal wear and tear (not chargeable). This distinction sounds simple but is frequently contested in court. Understanding where the line falls — and documenting it carefully — is essential to retaining any portion of the deposit.

Normal wear and tear refers to the gradual deterioration of a unit that occurs through ordinary, reasonable use over time. Carpet that is worn in high-traffic areas after three years of tenancy is normal wear. Carpet that is burned, stained with pet urine, or has debris ground into it is damage. The longer the tenancy, the more wear and tear is considered "normal" — a small scuff on a wall from a tenant who lived there for five years is very different from the same scuff from a six-month tenant.

Documentation Is Everything

Without documentation, any disputed deduction becomes a credibility contest. Courts routinely rule in favor of tenants when landlords cannot prove the pre-existing condition of the property. Conduct a detailed move-in walkthrough with the tenant, photograph every room with date-stamped photos, and have the tenant sign the inspection report acknowledging the unit's condition. Do the same at move-out — ideally with the tenant present so they cannot later claim you fabricated the damage.

Meeting Return Deadlines

Every state sets a deadline for returning the security deposit after move-out (see our Security Deposit Max Calculator for state-specific deadlines). Missing this deadline — even if you have completely valid deductions — can forfeit your right to make any deductions at all in some states, and expose you to double or triple damages. Track move-out dates carefully and send your itemization letter via certified mail.

Frequently Asked Questions

Can I deduct for professional cleaning even if the unit isn't "dirty"?

Only if your lease specifically requires the tenant to return the unit in "professionally cleaned" condition. If your lease is silent, you can only deduct for cleaning that is beyond normal — excessive grease, filth, pet odors, or similar. Standard cleaning after a normal tenancy is generally considered a cost of doing business and is not chargeable.

What if the damage costs more than the deposit?

You can sue the tenant for the excess in small claims court. Keep all receipts, contractor invoices, and photos to support your claim. Small claims courts are relatively accessible to landlords without attorneys, and a well-documented claim is often successful. This calculator flags when your deductions exceed the deposit so you can plan accordingly.

Can I deduct for repainting the entire apartment?

Generally only if the paint damage is beyond normal — crayon on walls, large holes, unusual staining. Repainting after a long tenancy due to normal fading and minor marks is typically considered normal wear and tear. Some jurisdictions prorate painting costs based on the expected useful life of interior paint (often 2-3 years).

How detailed does my itemization need to be?

Very detailed. Courts expect landlords to itemize each deduction separately with a specific dollar amount and a description of what was damaged and how the cost was calculated. Vague entries like "cleaning: $400" are frequently challenged. Attach receipts or written estimates from contractors where possible.

What if my tenant disputes my deductions?

Most disputes start with the tenant sending a demand letter. If you cannot resolve it, the tenant may file in small claims court. A complete paper trail — move-in photos, signed inspection report, move-out photos, itemized deductions with receipts — is your best defense. Many disputes settle before court when landlords can demonstrate thorough documentation.