What to include
- Your name and forwarding address, and the date.
- The landlord's or property manager's name and mailing address.
- The rental address and the date you moved out and returned the keys.
- The deposit you paid, what has been returned, and the amount still owed.
- The state statute, and either the deadline the landlord missed or why you dispute the deductions.
- The penalty the statute allows for bad-faith withholding.
- A clear payment deadline and how you want to be paid.
- That you intend to file in small claims court if you aren't paid by that date.
How to send it
Send the letter by USPS Certified Mail with a return receipt, which gives you proof of the date the landlord received it. If you have the landlord's email, send the same text by email that day too. Keep a signed copy and the receipt for court.
Tone: firm, factual, short
Courts read these letters. Stick to dates, amounts and the law. Avoid insults or threats beyond saying you'll file in small claims court. A calm letter that cites the statute is more persuasive than an angry one.
Common mistakes
- Sending it before the landlord's deadline has passed, when the claim is that the deadline was missed.
- Asking for the wrong amount: subtract anything already returned.
- Leaving out the forwarding address, which some states require.
- Not keeping proof of mailing.
Common questions
How long should I give my landlord to pay?
Fourteen days is common and reasonable. It gives the landlord time to respond while keeping the matter moving toward small claims court if needed.
Does a demand letter have to be sent by certified mail?
Not always by law, but certified mail with return receipt gives you proof of delivery, which is valuable if you go to court.
Is a demand letter required before small claims court?
Some courts expect or require a written demand before you file. Even where it isn't required, it often resolves the dispute and shows the judge you tried to settle.