What you get
A ready-to-use security deposit return letter formatted for Tennessee law. The template includes a cover letter to the tenant, an itemized deduction worksheet with common categories (cleaning, paint, carpet, repairs, unpaid rent, unpaid utilities), a refund calculation section, and certified mail tracking instructions.
Tennessee Code Annotated 66-28-301 requires landlords to return the security deposit or provide an itemized list of deductions within 30 days of the tenant vacating. The itemization must be detailed and specific. "Cleaning - $200" is not enough. You need "Deep cleaned carpets to remove pet stains in master bedroom and living room - $200, invoice #4521 attached."
What the template covers
The cover letter identifies the property address, lease dates, deposit amount held, and the tenant's forwarding address. Below that, the itemized deduction worksheet lists every standard category with space for descriptions, vendor names, invoice numbers, and amounts.
The refund calculation shows: deposit held, minus total deductions, equals refund amount enclosed. If the deductions exceed the deposit, the template includes language explaining the remaining balance owed by the tenant.
Deduction categories included
- Cleaning (general, carpet, appliance)
- Paint and wall repair
- Flooring repair or replacement
- Fixture and appliance repair
- Unpaid rent and late fees
- Unpaid utilities transferred to owner
- Trash removal and hauling
- Lock re-key
- Other (with description field)
Delivery instructions
Tennessee law requires the itemized list to be sent by certified mail to the tenant's last known address. The template includes a checklist for proper delivery: send via USPS Certified Mail with Return Receipt Requested, keep the receipt as proof, and retain a copy of the letter and all attached invoices in the property file.
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Related resources
For the full legal breakdown of Tennessee security deposit law, read our guide: Tennessee Security Deposit Laws: What Landlords Can and Cannot Do.
If you are dealing with an eviction before the deposit question even comes up, see The Tennessee Eviction Process and run the numbers with our Tennessee Eviction Cost Calculator.
Want someone else to handle deposits, deductions, and compliance?
Covendell manages the full move-out process for Memphis landlords. Inspection, documentation, deduction letter, and refund mailing. Every time, on time.
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