1. Review the actual documents
Before contacting the landlord, collect the signed lease, security deposit receipt, move-in condition record, move-out evidence, itemized accounting, and any relevant emails or messages. Identify what the property owner or manager actually said and when.
2. Review charges one by one
Separate each charge into its own row. Note the claimed condition, amount, supporting evidence, and any documentation you are missing. Avoid treating a total as a single unexplained number.
3. Write a clear, professional response
A useful written dispute generally identifies the rental property, the deposit amount, the specific charges questioned, the reason for each question, and the action or clarification requested. Attach or reference relevant evidence, keeping originals intact.
“I am requesting an explanation and supporting documentation for the listed charge, based on the attached move-out photographs and the inspection record.”
Illustrative wording only — adapt to accurate case facts and local requirements.4. Document delivery and replies
Check whether a particular notice method is required where the property is located. Save a copy of the communication, record the date, retain delivery proof, and keep any response as part of the case file.
5. Consider appropriate next steps
If the issue remains unresolved, research the local options available to renters, such as legal aid, consumer agencies, mediation, or a competent court. Verify the claim type, filing deadlines, jurisdiction, service rules, and court forms before taking legal action.