The Security Deposit Refund Letter is an essential document in Philippine property management and leasing processes, used when a tenant vacates a property and requests the return of their security deposit. This document type is governed by Philippine law, including the Civil Code of the Philippines and the Rent Control Act, which establish requirements for security deposit handling and refund timeframes. The letter serves as formal documentation of the refund request or process, typically issued after the termination of a lease agreement and property inspection. It should detail the original deposit amount, any deductions (if applicable), and the final refund amount. The document is crucial for both residential and commercial properties, helping to prevent disputes and ensure clear communication between parties while maintaining compliance with local regulations.
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1. Sender's Details: Full name, address, and contact information of the tenant
2. Date: Current date of the letter
3. Recipient's Details: Landlord's or property manager's full name, company (if applicable), and complete address
4. Subject Line: Clear indication that this is a security deposit refund request/notification
5. Property Information: Complete address of the rental property and period of tenancy
6. Deposit Information: Original security deposit amount and date it was paid
7. Vacate Details: Date the property was vacated and keys returned
8. Request Statement: Clear statement requesting the return of the security deposit
9. Payment Instructions: Preferred method of refund payment and relevant account details
10. Closing: Professional closing, signature, and printed name of the sender
1. Inspection Results: Include when there has been a formal move-out inspection, detailing the condition of the property
2. Deduction Acknowledgment: Include when there are agreed-upon deductions from the deposit, listing and acknowledging these deductions
3. Dispute Details: Include when there are disputed charges or deductions that need to be addressed
4. Legal Reference: Include when specific references to Philippine law regarding security deposit returns are necessary
5. Forwarding Address: Include when the tenant's new address needs to be provided for future correspondence
1. Move-out Inspection Report: Detailed report of the property's condition at the time of move-out
2. Original Deposit Receipt: Copy of the receipt showing the initial security deposit payment
3. Property Photos: Photos documenting the condition of the property at move-out
4. Utility Clearance: Documentation showing all utility bills have been paid
5. Cleaning Receipts: If applicable, receipts for professional cleaning services
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Student Housing
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Property Management
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Tenant Relations
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Facilities Management
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