Move-In / Move-Out Inspection Checklist
Document each room's condition at the start and end of a lease.
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Tenant management template
Security Deposit Tracker
Know exactly how much deposit you hold for each tenant, where it is kept, and the date by which it must be returned.
$12one-time · instant download
Microsoft ExcelGoogle SheetsWindows & Mac
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What’s included
- XLSXExcel workbookWorks in Excel 2016 or newer, Windows and Mac
- LINKGoogle Sheets copy linkOne click makes your own private copy
- PDFQuick-start guideLarge-print, step-by-step instructions
- TABSample data tabSee a filled-in example before you start
Key features
Deposits held, at a glanceTotal and per tenant, always current.
Return deadline countdownBased on the number of days you enter.
Itemized deductionsEach charge with a reason and amount.
Printable statementA clear itemized statement for the tenant.
Pet and other depositsTracked separately from the main deposit.
Interest columnFor states that require interest on deposits.
How to use it in 3 steps
- 1
Download and open
Open the Excel file, or click the Google Sheets link to make your own copy.
- 2
Record each deposit
Enter the tenant, amount, date received, and the bank account where it is held.
- 3
Close it out at move-out
Add the move-out date and any deductions. The tracker shows the refund due and your deadline.
A security deposit tracker for money that isn’t yours yet
A security deposit belongs to the tenant until you have a lawful reason to keep part of it. That makes it different from rent, and it is why deposits cause so many disputes. Landlords lose track of the amount, mix it with their own money, or miss the deadline to return it.
This security deposit spreadsheet keeps a separate, simple record for each tenant: what you received, where it is held, what you deducted and why, and what you paid back.
What the security deposit spreadsheet records
Each tenant has one record that follows the deposit from the day it arrives to the day it is settled.
| Stage | What you record |
|---|---|
| Received | Tenant, unit, amount, date, type (security, pet, key), monthly rent |
| Held | Bank and account nickname, interest owed if required |
| Move-out | Move-out date, forwarding address, return deadline in days |
| Deductions | Each item: unpaid rent, damage, or cleaning, with reason and amount |
| Settled | Refund due and amount kept worked out for you, printable statement, status marked Settled |
Security deposit return deadline
Every state sets its own rules. Deadlines for returning a deposit commonly range from about 14 to 60 days after move-out, and missing the deadline can cost a landlord the right to withhold any of the deposit. Some states add penalties of two or three times the amount. You enter the number of days that applies to your property, and the tracker counts down from the move-out date. Look up the current rule for your state and city, because this template does not contain state law.
Itemized deduction statement
Most states require a written, itemized list of deductions, often with receipts or estimates. Deductions are generally limited to unpaid rent and damage beyond normal wear and tear, plus cleaning in many states. Enter each deduction with a short reason, and the Statement tab produces a one-page summary you can print or save as a PDF for the tenant.
Pet deposits, interest, and where the money is held
Some rules catch landlords by surprise, so the tracker has a place for each:
- Deposit limits. Many states cap the deposit, often at one month’s rent or two. The tracker shows your deposit as a multiple of the rent so you can check it against your state’s cap.
- Separate accounts. Some states require deposits to be kept in a separate account, sometimes called a trust account or escrow account. Record the bank and account nickname for each deposit.
- Interest. A few states and cities require landlords to pay interest. Use the interest column if this applies to you.
- Pet and key deposits. These are listed on their own lines so the totals stay clear.
How it fits with your other tenant records
Good deposit records start with a good inspection. Use the Move-In / Move-Out Inspection Checklist to document the unit’s condition, and bring the list of changes into your deductions. Lease dates live in the Tenant & Lease Tracker. For taxes, a deposit you keep becomes income in the year you keep it, which you record in the Income & Expense Tracker.
Who this deposit refund record is for
A good fit if
- You hold deposits for 1 to 20 tenants
- You want a clear total of money held for others
- You have worried about a return deadline before
- You want a tidy itemized statement to send
Probably not for you if
- You need state-specific legal forms or letters
- You want deadlines looked up for you automatically
- You manage deposits in trust for other owners
OwnerSheets templates organize your records. They don’t give tax or legal advice, and rules change and vary by state. Please confirm details with your CPA, tax preparer, or attorney.
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Questions landlords ask
Does the tracker know my state’s deposit laws?
No. Rules vary by state and city and change over time. You enter the deadline and any cap or interest rate that applies, and the tracker does the counting.
What can a landlord deduct from a security deposit?
Generally unpaid rent and damage beyond normal wear and tear, and in many states cleaning costs. The exact rules depend on your state and lease.
Is a security deposit income?
Not when you receive it, if you may have to return it. An amount you keep becomes income in that year. Ask your tax preparer about your situation.
Can I print a statement for my tenant?
Yes. The Statement tab shows the deposit, each deduction, and the refund on one page.
How many deposits can it hold?
Up to 40 deposit records and 400 itemized deductions. Each tenant’s printed statement lists up to 20 charges.
Do I need Microsoft Excel?
No. You get both an Excel file and a Google Sheets link, and Google Sheets is free with a Google account.
What if it isn’t right for me?
Contact us within 30 days under our money-back guarantee and we’ll refund your purchase.
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