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Move-out letter to a tenant: a template

DoorKeeping team

3 min read

A move-out letter from the landlord confirms the move-out date, says how and when to return keys, points to the cleaning checklist, asks for a forwarding address and explains when the deposit statement will arrive. Send it within a day or two of receiving the tenant's notice, and keep a copy.

What this letter is for

This letter is not a notice to leave. It is the landlord's reply to a tenant who has said they are leaving. It sets expectations on dates, condition and money so nobody is surprised at the walkthrough.

If instead you are the one ending the tenancy, a different notice applies and the rules depend on your state and lease; see how to serve a notice to a tenant and, if the lease has already ended, a tenant who stays after the lease ends.

The template

Subject: Your move-out from [address] on [date]

Hi [name], thank you for your notice. This letter confirms the details of your move-out from [address].

  1. Move-out date: [date]. Rent is owed through [date, as your lease and state decide].
  2. Walkthrough: [date and time]. I will walk the unit with you and compare it to the move-in record. You are welcome to be there.
  3. Keys: please return all keys, fobs and garage openers at the walkthrough, or by [method] by [date].
  4. Cleaning: the unit should be left clean and free of belongings. A checklist is attached.
  5. Forwarding address: please reply with the address where I should send your deposit statement.
  6. Utilities: please keep service on through the move-out date, and transfer or close accounts in your name afterward.
  7. Deposit: I will send an itemized statement and any refund within [number] days after you return possession, as required by [state]. Normal wear and tear is not deducted.

Thank you for being a tenant at [address]. Please reply if you have any questions. [your name]

Getting the deposit line right

The deposit sentence is the one most likely to be wrong, because deadlines differ by state. California requires the landlord to return the deposit and an itemized statement within 21 days under Civil Code 1950.5. Florida gives 15 days to return the deposit if there is no claim, and 30 days to send written notice of a claim, under Statute 83.49. Other states differ, so use your own state's number; see security deposit limits and return deadlines.

Do not promise a refund of a specific amount in the letter. Say you will send an itemized statement and any amount owed back, and let the walkthrough decide the rest.

Small changes that prevent disputes

  • Attach the move-in condition record or photos so the tenant sees the same baseline you do.
  • Invite the tenant to the walkthrough. Many disputes begin with a tenant who was never shown what you found.
  • State what clean means, using the same checklist you will use at the walkthrough.
  • Offer a few possible walkthrough times, then confirm one in writing.
  • Keep the tone neutral and helpful. This letter may be read by someone else later.

After the tenant leaves

Walk the unit, photograph it, and compare it with the move-in record; the move-out inspection checklist shows how. Separate damage from normal wear and tear before you deduct anything. Then send the itemized statement within your state's deadline and start the turnover checklist.

How DoorKeeping handles it

DoorKeeping drafts this letter from the lease when you ask, for example: "Draft the move-out letter for unit 2B with a walkthrough on the 28th." The address, dates and deposit amount held fill in, and the letter waits for your approval before it is sent. Everything that touches the deposit waits for your one-tap approval,.

Sources

  1. California Civil Code 1950.5, Security deposits, California Legislative Information, read Oct 30, 2026
  2. Florida Statute 83.49, Deposit money or advance rent, Florida Legislature, read Oct 30, 2026

Questions

Is a move-out letter required?
Usually no, but it prevents misunderstandings and creates a record. Check your lease for any notice it requires of you.
Should I include the deposit amount?
You can state the amount held, but do not promise a refund figure before the walkthrough. Say you will send an itemized statement within your state's deadline.
What if the tenant does not give a forwarding address?
Send the statement to the last known address and any email on file, and keep proof. Your state may specify what to do when no address is given.

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