Messages to your landlord about rent and your deposit

When you write to your landlord about money, be exact: the amount, the date, the address, and one clear question. To get your deposit back, ask when it will be returned and, if they plan to keep part of it, ask for a list of the deductions with reasons. Send it in writing and keep a copy.

The three versions below ask the same thing (when will I get my deposit back?) in three tones. Below them are two more messages people often need: paying rent late, and checking a payment arrived.

The messages

Copy a message, then replace the parts in [square brackets] with your own details.

Formal

By email, for an agency, or when you think there may be a disagreement.

Dear [Name],

I moved out of [address] on [30 September] and returned the keys the same day. I'm writing to ask when my security deposit of [$1,200] will be returned.

If any deductions are planned, could you please send me a list of them with the reasons? My bank details are below.

Kind regards,
[Your name]

Neutral

A text or email to a landlord you deal with directly.

Hi [Name], just checking on my deposit for [address]. I moved out on [30 September]. Do you know when it will be paid back? Thanks!

Casual

For a friendly landlord, a couple of weeks after you moved out.

Hi [Name], hope all's well! Any news on the deposit? Let me know if you need my bank details again.

Why this works

• The facts come before the question. The move-out date and the key return start the clock. Putting them first makes the question hard to ignore.
• "Deductions" is the key word. Asking for a list "with the reasons" is polite, and it's the normal, expected request. It also stops a vague "we kept some for cleaning".
• The amount is in the message. No one has to look it up, and there's no confusion later.
• The tone stays calm. Even if you're worried, a factual message gets a faster answer than an angry one, and it reads better if you ever need to show it to someone.

Rent will be a few days late

Tell your landlord before the due date, with a new date you can keep:

Hi [Name], I wanted to let you know that this month's rent will be [three days] late. My salary is paid on the [3rd] this month instead of the 1st. I'll transfer the full amount on [Friday 3 November]. Sorry for the delay, and thanks for understanding.

Did you get my rent?

Hi [Name], I sent this month's rent of [$1,200] by bank transfer on [1 October]. Could you confirm it arrived? Thanks.

Words you might need

Common mistakes

"When will you give me back the guarantee?" Spanish garantía and Portuguese garantia (or caução) are often used for the deposit. In English, a guarantee is a promise, usually about a product. The money is a deposit.

• ✗ When will you give me back the guarantee?
• ✓ When will you return my deposit?

"I paid the rent the past week." Spanish la semana pasada and Portuguese a semana passada become last week in English, without "the".

• ✗ I paid the rent the past week.
• ✓ I paid the rent last week.

"The rent of this month." English usually uses the possessive with time words.

• ✗ The rent of this month will be late.
• ✓ This month's rent will be late.

If the problem is something broken in the flat, see repair requests. For the structure of a formal email, see how to write a formal email.