Security Deposit Itemization Form

Managing security deposits doesn't have to be a source of conflict between landlords and tenants. This Security Deposit Itemization Form gives property managers and landlords a professional, transparent way to document exactly what deductions are being taken from a tenant's security deposit—and why.

Whether you're managing a single rental property or an entire portfolio, clear communication around deposit deductions protects both parties and helps you stay compliant with local regulations. This template walks you through every step of the itemization process: documenting the property condition, listing specific repairs or cleaning needed, attaching before-and-after photos, calculating costs, and determining the final refund amount.

Perfect for property managers, landlords, and real estate professionals

If you manage residential or commercial properties, handle tenant move-outs, or oversee maintenance teams, this form helps you create a defensible, itemized record of all security deposit deductions. It's designed for:

• Property managers handling tenant turnover and move-out inspections
• Landlords who manage their own rental properties
• Real estate agencies overseeing multiple properties and clients
• HOA managers and property management companies

What makes this template work

This form goes beyond a simple checklist. You can categorize deductions (repairs, cleaning, unpaid rent, damages), break down costs by room or item, upload before-and-after photos for transparency, and automatically calculate the refund amount based on the original deposit and total deductions. The structured format ensures nothing gets missed and provides a clear audit trail if disputes arise.

Once a form is submitted, you can use Stepper to automate what happens next—send the itemization to the tenant via email, generate a PDF receipt, log the transaction in your property management software, or trigger a payment workflow. You can also use Papersign to collect tenant acknowledgment signatures on the itemization, creating a legally sound record that both parties have reviewed and agreed to the deductions.

Built for compliance and clarity

Security deposit laws vary by state and municipality, but one constant is the need for transparency and documentation. This form helps you meet those requirements by clearly listing each deduction, providing supporting evidence, and calculating the refund in a format that's easy for tenants to understand—and easy for you to defend if questions arise.

With Paperform's SOC 2 Type II compliance, secure file uploads, and data residency controls, you can trust that sensitive tenant and financial information stays protected throughout the process.