The rule that decides most of these cases

Within 21 calendar days of you moving out, a landlord has to either return your full deposit or send an itemized written statement explaining exactly what was deducted and why. Calendar days, not business days — weekends count. Miss that deadline entirely, with no statement and no refund, and a landlord can lose the right to keep any of it, even if there was real damage. That single fact resolves a large share of these disputes before a hearing ever happens, which is exactly why it belongs in a demand letter.

What actually counts as a valid deduction

Normal wear and tear — worn carpet, minor scuffs, faded paint from ordinary living — isn't deductible. Actual damage beyond normal use can be, but for any single deduction over $125, the law generally expects an attached receipt or invoice, not just a number on a page. A landlord who writes "carpet cleaning — $600" with nothing backing it up is on much weaker ground than the deposit statement itself suggests.

What to gather before you file

Evidence checklist
✓Move-in and move-out photos or video, dated if possible
✓Any signed move-in/move-out inspection or condition report
✓Your lease, showing the deposit amount
✓The landlord's itemized statement — or proof none was ever sent
✓Your own repair estimates, if you want to dispute a specific charge

What a demand letter should say here

Cite the move-out date, note whether the 21-day window has already passed, and ask for the full deposit back (or the undocumented portion of it) by a specific date. Landlords who know the rule often settle at this stage rather than defend an itemization they can't back up with receipts.