Step 1: Review the Itemization Carefully
Go through each line item. Ask for each charge: Is this normal wear and tear? Did this damage pre-exist my tenancy? Is the amount reasonable? Is there a receipt or invoice? Does the deduction match an actual legal expense?
Step 2: Gather Your Evidence
- Move-in photos and video
- Move-out photos and video
- Signed move-in checklist
- The original lease
- Any written communications with your landlord
- Records of maintenance requests you submitted
Step 3: Write a Specific Dispute Letter
Address each deduction you dispute by name and amount. Explain specifically why each charge is illegal (normal wear, pre-existing, inflated, etc.). Cite your state's security deposit statute. State the amount you believe you are owed and give a 14-day deadline to pay.
A vague dispute letter ('I disagree with the charges') is much weaker than a specific one ('The $250 painting charge is invalid because paint is normal wear and tear under [State] Code Section X').
Step 4: Send via Certified Mail
Send your dispute letter via certified mail with return receipt. Keep the tracking number and the green return card when it arrives. This proves the landlord received your dispute.
Step 5: File in Small Claims If No Response
If the landlord does not respond or refuses to return the disputed amount within 14 days, file in small claims court. Bring all documentation and your dispute letter. Many courts award penalty multipliers on top of the withheld amount.