What an itemized security deposit statement must include
An itemized deposit statement lists each deduction with its amount and reason, attaches the invoices or estimates behind it, and shows the refund owed, delivered inside your state's deadline. Deadlines run from 14 business days in Arizona to 30 days in Washington and 31 days in Oregon.
What the statement says
An itemized statement turns a deposit decision into something a tenant can check. A complete one has these lines:
- The tenant's name, the unit and the date the tenancy ended.
- The deposit amount you hold, and any interest your state requires you to add.
- Each deduction on its own line: what it is, where in the unit, and the dollar cost.
- The proof for each deduction: an invoice, a receipt or an estimate, and the move-out photos.
- The total deductions, and the refund: deposit plus interest minus deductions.
- The address to which the refund was sent.
Example a made-up $1,200 deposit. Deductions: $180 to repair a drywall hole (invoice attached), $95 to replace a missing bathroom mirror (receipt attached). Total deductions are $275, so the refund is $1,200 minus $275, which is $925.
Deadlines in three states
The deadline and the delivery method come from your state. Three examples, each from the statute:
| State | Deadline | What the statute asks for |
|---|---|---|
| Washington | 30 days after the tenancy ends and the unit is vacated | A full and specific statement of the basis for keeping any of the deposit, with copies of estimates or invoices; first-class mail or personal delivery. RCW 59.18.280 |
| Arizona | 14 days, not counting weekends and legal holidays, after the tenancy ends and the tenant demands it | An itemized list of all deductions with the amount due, mailed by first-class mail to the last known address. ARS 33-1321 |
| Oregon | 31 days after the tenancy ends and possession is delivered | A written accounting that states the basis of each claim; the remaining deposit is returned in the same time. ORS 90.300 |
Missing the deadline can cost you the right to keep any of the deposit. Washington's statute, for example, makes a landlord who fails to deliver the statement and refund on time liable for the full deposit.
Proof that holds up
For each deduction, ask yourself what a neutral reader would need to see: the item at move-in, the item at move-out, and what it cost to fix. Washington's statute also says that if you or your employee did the repair, you must give the time spent and the hourly rate, and receipts or price lists for materials.
Do not charge for ordinary wear. Do not charge more than the cost to repair or replace the damaged part when only part of an item is damaged. And do not pile cleaning on top of repair charges for the same spot.
Sending it
Send the statement and the refund together to the forwarding address the tenant gave, or to the last known address if you have none. Keep a record of the date and the method. If a tenant did not give an address, say in the file that you tried, and how.
Mistakes that make a statement fail
- Lumping charges into one line such as "cleaning and repairs $600".
- Charging the full price of a new item when only a used one was lost, with no allowance for its age.
- Missing the deadline by a few days because the repair quote came late.
- Leaving out the interest that your state requires on deposits.
- Mailing the statement to the old unit instead of the forwarding address.
Send the statement on time even if a few quotes are estimates. Many states let you use an estimate and settle the difference later; check yours.
How DoorKeeping handles it
DoorKeeping keeps each tenant's deposit as money held for the tenant in the property's own books, so the amount on the statement matches the ledger. Ask Claude or ChatGPT to build the statement from the move-out notes, the photos and the invoices on the work orders, then read it and approve it.
The statement is emailed and the copy is filed under the property. You can also ask which move-outs are closest to their deadline, so a statement does not slip past it by accident.
Rent and payments stay in your own bank accounts. DoorKeeping never holds your money and sends a payment only when you approve it.
Sources
- RCW 59.18.280, Tenant deposits, Washington Legislature, read Oct 30, 2026
- ARS 33-1321, Security deposits, Arizona Legislature, read Oct 30, 2026
- ORS 90.300, Security deposits, Oregon statutes, read Oct 30, 2026
Questions
- How long do I have to return a security deposit?
- It depends on your state: 14 business days in Arizona, 30 days in Washington and 31 days in Oregon are three examples. Check your state's statute.
- Does an itemized statement need receipts?
- Many states ask for them or for estimates. Washington requires copies of estimates or invoices with the statement.
- Can I email the statement?
- Some states name the delivery method. Arizona and Washington describe first-class mail. Check the statute of your state for the allowed methods.