Rental deposit statement and refund letter template
A deposit refund letter is a statement to a tenant who has moved out, showing the deposit held, each deduction and its reason, and the balance refunded. This template states that the refund is made within 14 days of the move-out date, and that inspection photographs can be requested as evidence.
Send it after the move-out inspection, so the tenant sees every deduction before the money is transferred.
PENYATA DEPOSIT
Kepada [Nama penyewa],
Terima kasih kerana menyewa di [Nama atau alamat rumah] dari [Tarikh mula] hingga [Tarikh tamat]. Ini ialah penyata deposit keselamatan anda.
Deposit dipegang: RM [Jumlah deposit]
Potongan:
[Senarai potongan dan sebab]
Jumlah potongan: RM [Jumlah potongan]
Jumlah dipulangkan: RM [Jumlah dipulangkan]
Bayaran balik akan dipindahkan dalam tempoh 14 hari dari [Tarikh tamat] ke akaun yang anda berikan. Gambar pemeriksaan semasa masuk dan keluar boleh diberikan atas permintaan.
[Nama anda atau syarikat]
[Nombor telefon]DEPOSIT STATEMENT
Dear [Tenant name],
Thank you for your tenancy at [House name or address] from [Start date] to [End date]. This is the statement for your security deposit.
Deposit held: RM [Deposit amount]
Deductions:
[List of deductions and reasons]
Total deductions: RM [Total deductions]
Amount refunded: RM [Refund amount]
The refund will be transferred within 14 days of [End date] to the account you gave us. Photographs from the move-in and move-out inspections are available on request.
[Your name or company]
[Phone number]Frequently asked questions
- What can be deducted from a deposit?
- Whatever the tenancy agreement allows, usually damage beyond normal wear and tear, unpaid rent or utility bills, and keys or access cards not returned. State each deduction with its amount and reason.
- When should a deposit be refunded?
- As your tenancy agreement says. This template uses 14 days after the move-out date, the same as the default UrusPro letter. Read our rental deposit guide for what is usually agreed in Malaysia.
- How do I avoid deposit disputes?
- Make a photo inspection report when the tenant moves in and out, and refer to that report in the statement. Tenants who can see evidence for each deduction rarely dispute it.
- Does UrusPro track deposits?
- Yes. UrusPro records deposits separately from rent, and a deposit statement can be generated from the tenant record without retyping the amounts.
Let UrusPro fill it in for you
Letters and receipts are generated from tenant records, complete with names, amounts and dates. First listing free. Early bird RM 10 a month per homestay listing, RM 3 per room let monthly. No commission on bookings.