Getting your security deposit back: the 3 messages to send
Most deposit disputes are won or lost on paperwork, not on the phone. If you have proof of the flat's condition and you put your request in writing, you are usually in a strong position. Here is what to collect and the three messages to send, in order.
1. Before you hand back the keys
- Photos and a video of every room on your last day, with the date visible on your phone.
- Your move-in report or the photos you took when you arrived, if you have them.
- Proof you cleaned and repaired: receipts for cleaning, paint or repairs.
- The return of the keys in writing, with the date, and your new address for the deposit.
2. Message one: the request
Send it the day you move out, by email or the channel your lease names. Keep it short and friendly.
“Hi [NAME], I returned the keys today, [DATE]. The flat is clean and in the same condition as when I moved in; photos are attached. Please return my deposit of [AMOUNT] to [ACCOUNT DETAILS]. If you plan to deduct anything, please send me an itemized list with receipts. Thanks!”
3. Message two: the follow-up
If nothing arrives in the time your lease or local rules allow, follow up once, still polite, with the date of your first message.
“Hi [NAME], following up on my message from [DATE] about my deposit of [AMOUNT]. I haven't received it or a list of deductions yet. Can you confirm when it will be paid?”
4. Message three: the final notice
Give one clear deadline and say what you will do next. Only name a step you are ready to take, such as your local deposit protection scheme, a tenants' advice service or small claims.
“Hi [NAME], my deposit of [AMOUNT] is still outstanding after my messages on [DATE] and [DATE]. Please pay it by [DEADLINE]. If it isn't paid by then, I will [NEXT STEP]. I would much rather settle this between us.”
5. If they call you
Calls are where people agree to deductions they would never accept in writing. Listen, don't agree to a number on the spot, and move it back to writing.
| They say | You say |
|---|---|
| “There's damage, I'm keeping part of it.” | “Okay. Please send me the list of what and how much, with receipts, and I'll look at it.” |
| “Normal cleaning costs extra.” | “I left it clean; the photos show it. What exactly needed cleaning?” |
| “I'll pay when the new tenant moves in.” | “The deposit is mine to get back now, not when the flat is let. When will you send it?” |
| “Let's just split the difference.” | “I'd rather go through each item. Send me the list and I'll reply in writing.” |
After any call, send a one-line summary: "To confirm what we said on the phone today: …"
General guidance, not legal advice. Deposit rules, deadlines and protection schemes differ by country, state and city; check yours or ask a local tenants' advice service.