Move-Out Instructions & Deposit Itemization Letter

Draft move-out instructions for a departing tenant and an itemized security deposit disposition letter, with a reminder to check state deadlines.

New Added Oct 18, 2026

Leases & Docs
Property managers
Landlords

Use it when

Give tenants clear expectations before they leave (cleaning, keys, forwarding address) and document deposit deductions clearly afterward.

Not for

Deciding what is legally deductible. Normal wear and tear generally cannot be charged, and every state has its own deadline and itemization rules.

The prompt

Fill in the variables (optional)

Type below and the prompt updates. Anything you leave blank stays as a {{variable}} for you to fill in later. Nothing you type leaves your browser.

Names

Unit

Date

How to schedule

Amount held

Itemized list

Unpaid amounts

How refund is sent

Draft two documents.

PART A: MOVE-OUT INSTRUCTIONS LETTER
Tenant(s): {{tenants}} · Unit: {{unit}} · Move-out date: {{move_out_date}}
Include: cleaning expectations (list), key/fob/remote return, utility transfer reminder, forwarding address request, scheduling the move-out inspection ({{inspection_info}}), and how the deposit will be returned. Friendly, under 250 words.

PART B: SECURITY DEPOSIT ITEMIZATION LETTER
Deposit held: {{deposit}}
Deductions (item, reason, cost, documentation): {{deductions}}
Unpaid rent/fees, if any: {{unpaid}}
Refund method: {{refund_method}}
Format as a table of deductions with a total, the refund (or balance owed), and a closing paragraph explaining how to ask questions. Do not include deductions for normal wear and tear. Keep a neutral, factual tone.

At the very top of Part B add a bracketed checklist for the sender: [ ] Confirm your state's deadline to return the deposit/itemization and required delivery method · [ ] Attach photos/receipts · [ ] Confirm items are damage beyond normal wear and tear · [ ] Confirm any interest owed on deposits in your state/city.

Variables

Variable	What to enter	Example
`{{tenants}}`	Names	[Tenant name]
`{{unit}}`	Unit	[address], Unit 3
`{{move_out_date}}`	Date	November 30, 2026
`{{inspection_info}}`	How to schedule	reply with two times you are available on Nov 29–30
`{{deposit}}`	Amount held	$1,200
`{{deductions}}`	Itemized list	Replace broken bedroom door: $185 (photo, receipt); Remove left furniture: $120 (photo, invoice)
`{{unpaid}}`	Unpaid amounts	None
`{{refund_method}}`	How refund is sent	check mailed to forwarding address

Example output

Illustrative output using the example values. Your results will vary by AI tool and inputs. All names and details are fictional.

PART B (excerpt)
[ ] Confirm your state's deadline... [ ] Attach photos/receipts...

| Item | Reason | Cost |
|---|---|---|
| Bedroom door | Door split at hinge (beyond normal wear) | $185.00 |
| Furniture removal | Couch and mattress left in unit | $120.00 |
| **Total deductions** | | **$305.00** |

Deposit held: $1,200.00 · Deductions: $305.00 · **Refund: $895.00**, mailed by check to your forwarding address.

Tips

Check the DoorPrompts deposit return deadline tool (coming soon, pending legal review) or your state statute.
Use the Rent Proration Calculator for final-month rent.

Related calculator: Prorated Rent Calculator. Run the numbers first, then paste them into the prompt.