California Security Deposit Return Letter
A California security deposit return letter is the letter that goes with the refund — or partial refund — at move-out. California gives the landlord 21 calendar days after the tenant vacates to return the deposit and account for every dollar kept, in writing.
What it is
A deposit return letter and itemized statement together close out the deposit: they state how much was received, what (if anything) was deducted and why, and how much is being returned. Under Civil Code §1950.5 the accounting is not optional paperwork — it is the landlord's proof that the deductions were allowed and documented.
When to use it
- At every move-out, whether the deposit is returned in full or partly deducted
- When repairs or cleaning are charged against the deposit and must be itemised
- When work cannot be finished inside the deadline and a good-faith estimate must be sent on time (see the requirements card)
What to include — checklist
Print this page to use the checklist on paper.
- Tenant names and the forwarding address the letter and refund are sent to
- Property address, including unit number, and the date the tenant vacated / surrendered the unit
- Total security deposit received at move-in
- Each deduction as its own line: what it is for and the exact amount
- For outside work, copies of invoices or receipts and the provider's name, address and telephone number where required
- For work done by the landlord or staff, a description of the work, the hours and the reasonable hourly rate
- Any amount shown as a good-faith estimate, clearly flagged as an estimate (see the requirements card)
- Refund amount, how it is being paid, and the date it is sent — inside the 21-day window
- Landlord or agent signature, date and a contact for questions, with a complete copy and proof of mailing kept
California-specific requirements
- Civil Code §1950.5: no later than 21 calendar days after the tenant vacates, the landlord must return the remaining security and furnish an itemized statement indicating the basis for, and the amount of, any security received and its disposition. The count is calendar days, not business days.
- Allowed deductions under §1950.5 are limited to the categories the statute lists: unpaid rent, cleaning needed to return the unit to its move-in level of cleanliness, repair of damage beyond ordinary wear and tear, and — if the lease provides for it — restoring or replacing personal property or furniture. Ordinary wear and tear is not a deduction.
- Documentation: §1950.5 requires supporting documents with the statement in most cases, including copies of invoices or receipts for charges, with documentation rules that include a combined $125 threshold for repair and cleaning charges. Keep the invoices, receipts and move-out photos with your copy.
- Good-faith estimates — §1950.5: if a repair cannot reasonably be completed within the 21 calendar days, or documents from a person or entity providing services, materials or supplies are not yet in the landlord's possession, the landlord may deduct a good-faith estimate and show it in the itemized statement sent on time. Within 14 calendar days after the repair is completed or the documentation is received, the landlord must then complete the final accounting and refund any amount due.
- Deposit size reminder — §1950.5, as amended by AB 12 effective July 1, 2024: most deposits are capped at one month's rent, with a narrow small-landlord exception of up to two months' rent for a natural person (or an LLC whose members are all natural persons) owning no more than two properties totalling no more than four units — and never more than one month for a service member tenant.
Statute references are included only where verified for this page. Where a rule depends on your lease or local court, the page says so instead of guessing.
Common mistakes
- Missing the 21-calendar-day deadline while waiting for a contractor's final invoice — send the good-faith estimate on time instead
- A single lump-sum deduction with no itemised lines or supporting documents
- Deducting for ordinary wear and tear, routine repainting or pre-existing damage
- Calling part of the deposit 'nonrefundable' in the letter — California treats security as refundable
- Using a good-faith estimate and never sending the final accounting within the 14-day follow-up window
- Sending the letter with no proof of the date it was mailed or delivered
Where landlords get this form
These providers publish California-specific landlord forms and document tools. We describe them here for comparison — we do not link out from this pilot site yet.
| Provider | Best described as | What to check before you buy |
|---|---|---|
| LawDepot | DIY legal-document builder covering leases, applications and notices, form by form or by subscription. | Whether the California version is included in a free trial, subscription, or single-document price. |
| ezLandlordForms | Landlord-focused forms library built specifically around rentals, screening and state lease packages. | Whether you need a single form or its California state package, and what updates are included. |
| Rocket Lawyer | Document builder bundled with membership options that can include attorney Q&A services. | What the membership includes after any trial, and how cancellation works. |
| LegalZoom | Well-known legal-services platform, strongest on business formation and broader legal products, with some landlord documents. | Whether the exact landlord form you need is offered for California, versus a business product. |
Partner links activate after approval. When partnerships are approved, links on this page may become affiliate links and we may earn a commission at no extra cost to you. That will be disclosed here before any link goes live.
State packs — coming soon
Printable state packs are planned for this site, organized in the order a small landlord actually uses them: application, lease signing, move-in, late rent, renewal, move-out and deposit return. Nothing is for sale yet.
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Frequently asked questions
- How long does a California landlord have to return a deposit?
- 21 calendar days after the tenant vacates, under §1950.5: return the remaining deposit and furnish an itemized statement of any deductions within that window.
- What can be deducted?
- Only the categories §1950.5 allows: unpaid rent, cleaning to restore the unit to its move-in level of cleanliness, damage beyond ordinary wear and tear, and — if the lease provides — restoring or replacing personal property or furniture.
- What if repairs are not finished by day 21?
- Send the itemized statement on time with a good-faith estimate for the unfinished work, as §1950.5 allows. Then, within 14 calendar days after the repair is completed or the missing documents arrive, send the final accounting and refund anything still due.
- Does the statement need receipts?
- In most cases, yes — §1950.5 requires supporting documentation with the statement, including invoices or receipts for charges, subject to rules that include a combined $125 threshold for repair and cleaning charges. Attach what you have and keep complete copies.