Texas Security Deposit Deduction Letter
A security deposit deduction letter is the written description and itemized list a Texas landlord must give a tenant when any part of the deposit is retained. It shows each deduction, what it was for, and the balance refunded — and it is due on the same 30-day clock as the refund itself.
What it is
A deduction letter (also called a deposit accounting or statement of deductions) is the document that accompanies a partial deposit refund. Texas Property Code §92.104(c) requires a written description and itemized list of all deductions when a landlord retains any part of a security deposit. One lump-sum line such as 'cleaning and repairs' is not an itemized list.
When to use it
- The tenant has surrendered the property and you are keeping part of the deposit for damage, cleaning or other lawful charges
- The tenant owes rent or other amounts under the lease that you are applying the deposit against
- You are refunding the balance of a deposit and need the accounting that must go with it
- A former tenant has asked, in writing, what the deposit was used for
What to include — checklist
Print this page to use the checklist on paper.
- Landlord and tenant names and the property address, including unit number, exactly as in the lease
- The surrender date and the date of the letter — the dates the 30-day clock is judged by
- Total security deposit received, stated as a single clear figure
- Each deduction listed separately: a plain description of the item or damage and the exact amount for that item
- For repair or cleaning items, what was done, where in the property, and the invoice, receipt or estimate behind the amount
- Any rent or other lease amount applied, identified by period or charge, separate from damage items
- Normal wear and tear items excluded — and not quietly folded into a repair line
- The balance refunded, the refund method, and the forwarding address it was sent to
- Landlord (or authorized agent) signature, date, and a contact address for questions — plus proof of mailing kept with the lease file
Texas-specific requirements
- Texas Property Code §92.104(c): before a tenant who has surrendered can be denied a refund, and whenever any part of the deposit is retained, the landlord must give a written description and itemized list of all deductions. The statute carries a narrow exception where the tenant owes rent and there is no controversy over the amount owed — do not stretch that exception to damage or cleaning charges.
- Texas Property Code §92.103(a): the deposit must be refunded on or before the 30th day after the tenant surrenders the premises. Send the deduction letter with the balance by that date, not after it.
- Texas Property Code §92.104(b): no part of the deposit may be retained to cover normal wear and tear, so no line in the letter should charge for it.
- Texas Property Code §92.107: the landlord is not obligated to refund or describe deductions until the tenant gives a written forwarding address — but the tenant does not forfeit the deposit for failing to provide one. If you have the address, the clock and the letter are yours to handle.
- Texas Property Code §92.106: keep accurate records of all security deposits. Keep a copy of the letter, the itemization and proof of mailing with those records.
Statute references are included only where verified for this pilot. Where a rule depends on your lease or local court, the page says so instead of guessing.
Common mistakes
- Sending one lump sum — 'cleaning and repairs, $500' — instead of the itemized list §92.104(c) requires
- Mailing the refund but forgetting the written description and itemized list that must go with a partial refund
- Counting the 30 days from the lease end date instead of the actual surrender date
- Charging for normal wear and tear — worn paint, traffic-pattern carpet wear — that §92.104(b) excludes
- Listing deductions with no invoices, receipts or move-out documentation behind the amounts
- Keeping no proof of when or where the letter was sent, so the deadline becomes your word against the tenant's
Where landlords get this form
These providers publish Texas-specific landlord forms and document tools, including security deposit letters and accountings. 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 Texas 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 Texas 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 Texas, 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.
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A printable bundle of the Texas checklists and letter templates from 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.
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Frequently asked questions
- What must a Texas deduction letter include?
- Under Texas Property Code §92.104(c), a written description and itemized list of all deductions when any part of the deposit is retained: each item described plainly, with its own amount, plus the balance refunded. A single lump-sum line is not an itemization.
- What is the deadline to send it?
- The refund is due on or before the 30th day after the tenant surrenders the premises under §92.103(a), and the written description and itemized list should go with the balance by that same date. Under §92.107, the tenant must give a written forwarding address, but does not forfeit the deposit by failing to provide one.
- Can I deduct for normal wear and tear?
- No. Texas Property Code §92.104(b) bars retaining any part of a security deposit to cover normal wear and tear. Deduct only for damage or amounts beyond ordinary use, and describe each one.
- Is there an exception to the itemization rule?
- Section 92.104(c) has a narrow exception where the tenant owes rent and there is no controversy over the amount of rent owed. It does not remove the itemization duty for damage, cleaning or other disputed charges — when in doubt, itemize everything.