What this document is
The deposit receipt opens a story that only a refund confirmation properly closes. A deposit refund confirmation records that the landlord returned the security deposit at the end of the tenancy: the original amount, any deductions and what they were for, the net sum paid back, the date, and the method. Both sides sign it, and the tenancy's biggest piece of money is settled on paper.
Without it, refunds stay strangely open-ended. A tenant repaid in cash has nothing to show it was returned in full; a landlord who deducted for damage has no acknowledgment the tenant accepted the deduction. Months later, either side can reopen the question. One signed page — amount, deductions, nothing further owed — converts a handover of money into a finished transaction.
When to use it
- The tenancy has ended and the landlord is returning the deposit in full.
- Deductions were agreed at the walkthrough and the net refund needs both sides' sign-off.
- The deposit is being refunded in cash, leaving no bank trail of its own.
- The refund is being paid in installments and each payment needs recording against the total.
- A long-running deposit disagreement has been settled and the agreed final figure should close the matter.
When not to use it
- Confirming the deposit was paid at the start of the tenancy — that is the rental deposit receipt.
- A refund that is still disputed — signing a confirmation you disagree with can be read as accepting it, so resolve the numbers first.
- Refunds of purchase deposits or booking fees outside a tenancy — a general refund agreement fits those better.
Information you will need
- Names of the landlord and tenant and the property address
- Original deposit amount and a reference to its receipt
- Itemized deductions, if any, with a cost and reason for each
- Net amount refunded, in words and figures
- Date and method of the refund payment
- A statement that the deposit is fully settled and nothing further is owed
- Signatures of both parties with the date
Clauses included
Parties and tenancy
Links the refund to the specific lease and property it closes.
Original deposit
Restates the amount originally held and references the deposit receipt.
Deductions
Itemizes each deduction with its reason and cost, or states there were none.
Net refund
Records the amount actually returned, in words and figures.
Payment details
Captures the date, method, and any transfer reference for the refund.
Full settlement
Confirms both sides consider the deposit finally settled.
Signatures
Landlord and tenant sign, and each keeps a copy.
What the guided builder asks
- 1PartiesWho is providing the money?
- 2AmountHow much is being provided?
- 3RepaymentWill it be repaid once or in installments?
- 4InterestWill interest apply?
- 5Late paymentWhat happens if a payment is late?
- 6Additional termsAdditional terms (optional)
- 7ReviewClauses included
- 8ExportExport PDF · Export DOCX
How to sign it
Sign at the moment the money moves — when the cash is handed over or once the transfer is confirmed received. For transfers, note the reference number on the confirmation so the bank record and the document point at each other.
Both parties keep a copy, filed with the lease, the deposit receipt, and the move-out checklist. That small stack is the complete life of the deposit: paid, held, compared, settled.
If the refund comes in installments, record each payment on the confirmation with a running balance, and sign the full-settlement line only when the last installment lands.
Common mistakes
- Refunding in cash with no signed confirmation, leaving the landlord unable to prove the money was ever returned.
- Writing deductions for damage with no itemization, which invites exactly the dispute the document was meant to end.
- Signing a full-settlement confirmation while part of the refund is still only promised.
- Not referencing the original deposit receipt, so the numbers float free of their source.
- Discarding the move-out checklist after the refund — keep the set together for a while in case anything resurfaces.
Frequently asked questions
Why sign a confirmation if the refund went by bank transfer?
The transfer proves an amount moved; the confirmation proves what it settled — the deposit, minus which deductions, with nothing further owed. Without it, the payment could later be claimed to be something else, or only part of what was due. Two minutes of signing removes years of theoretical reopening.
What if I disagree with the deductions?
Do not sign a full-settlement confirmation — negotiate first, using the move-in and move-out checklists and photos. You can acknowledge receiving a partial refund in writing while expressly reserving the disputed remainder. Signing fully settled while disagreeing undercuts your own position.
The landlord is refunding my deposit in parts. How do I document that?
Record each installment on the confirmation with its date, amount, and running balance, and add a final settlement line signed only when the last payment arrives. Each installment can also get its own small receipt. The structure protects both sides: the tenant sees the balance shrink on paper, and the landlord collects proof of every payment.
How long after move-out should the refund happen?
Follow the lease — 14 to 30 days after move-out is a common range, and some countries set specific rules. If the agreed date passes, chase in writing so the delay itself is documented. The move-out checklist should already carry the agreed refund date.
Does a full-settlement line really prevent future claims?
It is strong evidence that both sides considered the matter closed, which is exactly what you want on file. It may not cover things genuinely unknown at signing, and its legal effect varies by country. In practice, disputes rarely reopen once a signed, itemized confirmation exists.
This template provides general document assistance and is not a substitute for legal advice. Legal requirements vary by jurisdiction, transaction type, and individual circumstances.