A demand letter is only as strong as the file behind it. Spend one evening on these seven steps and your letter goes from "angry tenant" to "person a judge will side with."
Landlords get 14 to 60 days depending on the state — California 21, New York 14, Texas 30, Florida 15 (or 30 with deductions). And in most states the clock starts only after you provided a forwarding address in writing. If you never sent one, send it today by certified mail — late beats never.
Highlight the deposit amount, any mention of deductions, and the landlord's legal name and address (you'll need the exact legal name for the letter and for court). Photograph or scan every page.
This is the single most important evidence in deposit disputes. Dated photos of every room at move-in and move-out, same angles. If you only have move-out photos, gather those — plus any photos from during the tenancy. Label each with the date.
If you received a deduction list, go through it line by line. Flag anything that looks like normal wear and tear: repainting between tenants, carpet wear in hallways, minor scuffs, "cleaning" on a unit you left broom-clean. For each flagged charge, write one sentence explaining why it's wrong.
Screenshot all texts and emails about the deposit — with dates visible. Export them; don't rely on them staying on your phone. Write down every phone call: date, who you spoke to, what was said.
Find your county's small claims court, its filing fee (usually $30–75), and its claim limit. You probably won't need it — most landlords pay after a proper demand letter — but naming the court in your letter is what makes it work.
Now you're ready. Use a formal demand letter — copy the free sample here — fill in every bracket, and send it USPS Certified Mail with Return Receipt. Keep the green card when it comes back. Give 7–10 days, then escalate.
General information only, not legal advice. Security deposit laws vary by state — verify your state's current statute.