How to read an itemized security deposit statement

What the statement is

When a landlord keeps part of a security deposit, many US states require a written list of what was kept and why. It is usually called an itemized statement or itemization of deductions. In Australia, the equivalent is usually a bond claim through the state bond authority, often with an explanation or quotes attached.

The statement is the landlord's case in writing. Reading it carefully is the first step, whether you end up accepting it, asking questions or disputing it.

The parts of a typical statement

• Header: your name, the address, your move-out date and the date of the statement.

• Deposit held: the amount you paid, plus any interest where your local law requires it.

• Deductions: one line per charge, ideally with a description and amount.

• Attachments: receipts, invoices, estimates or photos.

• Balance: the refund owed to you, or an amount the landlord says you still owe.

Four questions for every line

1. What exactly was done? "Repairs, $300" says almost nothing. "Patch and paint two anchor holes, bedroom 1" is a real description.

2. Why is it your responsibility? Compare the line with your move-in condition report and photos. Wear and tear, or damage that was already there, generally can't be charged. See normal wear and tear vs damage.

3. How was the amount worked out? Look for hours and an hourly rate, an invoice from a business, or a materials receipt. For replacements, check whether the item's age was taken into account.

4. What proof is attached? Receipts, invoices and before-and-after photos where the law requires them.

What some laws require

The requirements below are examples from official sources. Other states, provinces and territories differ, so check your state AG, housing agency or tenancy body.

California. The landlord has 21 days after you move out to return the deposit or send an itemized statement. According to the state's Department of Real Estate (DRE) tenant guide:

• If the landlord or an employee did the work, the statement must describe it, including the time spent and the hourly rate, which must be reasonable.

• If a business did the work, the landlord must provide its invoice or receipt with the business's name, address and phone number.

• Receipts aren't required if deductions total less than $125 or you waived them, but you can request copies within 14 days of receiving the statement.

• If work can't be finished in 21 days, the landlord can send a good faith estimate, then send the receipts within 14 days of finishing.

• Since 2025, landlords must take photos after you return the unit but before repairs or cleaning, and again afterward, and send them with the statement when deducting for that work.

• A landlord who fails these requirements in bad faith isn't entitled to claim any of the deposit.

New York. Within 14 days after you move out, the landlord must give you an itemized statement explaining any amount kept and return the rest. If they don't, the General Obligations Law says the landlord forfeits any right to keep any part of the deposit.

Florida. If the landlord plans to claim against the deposit, they must send written notice by certified mail within 30 days after the rental agreement ends, using wording set out in the statute. You then have 15 days after receiving it to object in writing.

Australia. Claims usually go through the bond authority. In NSW, once a claim is made, the other party has 14 days to respond. In Victoria, a rental provider must start a claim with the Residential Tenancies Bond Authority within 14 days of the agreement ending. From October 13, 2026, Victorian rental providers must also tell the renter in advance if they will claim on the bond and give evidence supporting the claim.

A sample statement, decoded

This statement is synthetic. Northgate Property Management sends:

Deposit held: $1,800

Repaint living room: $450

Replace bedroom blinds: $160

Cleaning, 5 hours: $275

Admin fee: $75

Refund due: $840

What to check:

• The math. $450 + $160 + $275 + $75 = $960. $1,800 minus $960 is $840, so the arithmetic works. Now check each line.

• Repaint living room. What damage made repainting necessary, and how long had it been since the last paint job? Repainting after normal aging is often treated as wear and tear.

• Replace blinds. Were they damaged, or just old and faded? Is there an invoice? How old were they?

• Cleaning, 5 hours. Who cleaned, at what rate, and what was dirty compared with move-in?

• Admin fee. Is an administration charge listed in your lease, and does your local law allow it to come out of the deposit? Many deposit rules list specific allowed uses, so ask where this one fits.

• Interest. If your area requires interest on deposits, is it shown?

Red flags

• Round numbers with no breakdown.

• Charges for items the move-in report already described as worn or damaged.

• A statement that arrives after your local deadline.

• Missing receipts where the law requires them.

• Full replacement cost for old items.

• Charges that don't match any item on the move-out report.

What to do next

1. Write down your questions line by line.

2. Gather your lease, move-in report, move-out report, photos and payment records.

3. Ask the landlord or agent in writing for the missing details or documents.

4. If you still disagree, follow the steps in how to dispute a security deposit deduction, and check your local return deadline.

Get a second pair of eyes on your deposit statement

EasyToDecode is launching soon. It will read your deduction statement with your move-in and move-out reports, line up each charge with what both reports say, quoted so you can check them, and flag lines with no evidence or missing details. It will then prepare questions or a reply you can edit. See how it works or join the waitlist to hear when it opens.