Deposit Statement Line-Item Worksheet

A deposit statement is a short accounting document, and it is only as defensible as its weakest line. A bundled entry such as 'repairs and cleaning' gives the tenant nothing to verify and gives a small claims judge an easy reason to strike the whole deduction. This worksheet forces each charge to stand on its own before it reaches the statement: what the charge is, which allowed category it falls under, which photo or receipt proves it, what the full cost was, how much of that cost the tenant fairly owes after depreciation, and the final figure. Fill it in first, then copy the finished lines onto the statement in the same order.

The example rows show the kinds of entries a typical move-out produces and where the supporting numbers come from. Replace every 'Your figure' with the real amount from your own receipt, estimate, or ledger, and keep the evidence references consistent with the file names in your unit folder so anyone reading the statement can find the proof in seconds. For any replacement item, run the age and expected useful life through our Deposit Deduction Depreciation Calculator at /tools/deduction-depreciation-calculator/ before entering the deducted amount. The last two rows are totals and must match the statement to the cent. Category limits vary by state, so confirm cleaning, repainting, and labor rules before relying on any row here.