Security Deposit Return Notice Email Workflow for Outlook
Notify a former tenant of their security deposit return amount with an itemized statement. Copy this ready-to-use Outlook email template, or use it as a reusable Toggles workflow with variables, recipients, attachments, and team sharing.
Free to try. No automatic sending - review every draft before sending.
Copy/paste template
Copy the security deposit return notice email template
Use this once as a regular Outlook template, or launch the full Toggles workflow when you send it repeatedly.
What this template helps you avoid
Common email risks
- Missing required details
- Rewriting the same email manually
- Inconsistent wording across a team
- Forgetting attachments, links, recipients, or preparation notes
Fields your team can fill in
To
Add recipients
Cc
Add recipients
Bcc
Add recipients
Subject
Security Deposit Return — property_address
deposit-itemization
Hi tenant_first_name,
Following your move-out from Unit unit_number at property_address, we've completed our inspection and accounting of your security deposit. Here is a summary of the deposit disposition.
DEPOSIT SUMMARY
• Original Security Deposit: $original_deposit
• Total Deductions: $deductions_total
• Refund Amount: $refund_amount
An itemized breakdown of all deductions is attached. Please review it carefully — each line item is identified with a description and associated cost. Deductions have been limited to damages beyond normal wear and tear, as required by applicable landlord-tenant law.
RECEIVING YOUR REFUND
• Payment Method: payment_method
• Expected by: expected_delivery_date
If you have not received your refund by expected_delivery_date, please contact us immediately so we can investigate and reissue if necessary.
QUESTIONS ABOUT DEDUCTIONS
If you disagree with any of the deductions, you have the right to dispute them in accordance with state landlord-tenant law. Please reach out to us first — we're willing to review documentation or discuss concerns before any formal dispute process becomes necessary.
Thank you for your tenancy at property_address. We wish you the best. You can reach us at me::phone.
Workflow context
When to use this workflow
Use this workflow after move-out inspection and deposit accounting are complete, when the former tenant needs the refund amount and itemized statement.
What this replaces
This replaces manually writing deposit return notices, checking refund math, and remembering to attach the itemized deduction statement.
Why teams standardize this email
Security deposit notices are detail-sensitive and often regulated. A workflow helps property teams communicate refund amounts and deductions clearly while leaving room for review before sending.
What Toggles adds beyond a normal Outlook template
Toggles inserts the workflow directly in Outlook, prompts for variables, prepares operational details, and keeps the draft editable before sending.
- Inserts the security deposit return notice email in Outlook
- Prompts for tenant name, property address, unit number, original deposit, total deductions, refund amount, payment method, expected delivery date, and phone number
- Adds a property-specific subject line
- Can require the deposit itemization attachment
- Keeps the draft editable for final review
FAQ
Does Toggles calculate the refund amount?
No. Toggles prepares the email. Deposit calculations come from your property accounting process.
Can the itemized statement be required?
Yes. This workflow can require the security deposit itemization attachment before sending.
Does this replace legal notice requirements?
No. Property teams should follow applicable landlord-tenant laws and review requirements.
Email workflow audit
Make sure this is the right workflow to standardize first
Use the audit to compare repeatable Outlook emails by volume, risk, and complexity before choosing the first workflow for your team.
How it works
Use this workflow inside Outlook without rebuilding the email manually
Standardize the full process, then let your team launch the same complete email whenever they need it.
Add this workflow
Add this example to Outlook so the full email process is ready to use right away.
Install this workflow →
Open it in Outlook
Launch it from the compose window where your team already works.
Review, fill, and send
Review the remaining fields, then send with the right message already in place.
Explore Solutions By Role
Operations
See how Toggles helps operations teams standardize repeatable client emails in Outlook.
Customer Success
See how Toggles helps customer success teams standardize repeatable client emails in Outlook.
Legal
See how Toggles helps legal teams standardize repeatable client emails in Outlook.
Roll out the standard
Standardize this process in Outlook
Start with one workflow, then give your team the same approved message, recipients, attachments, and structure every time.
Helpful Resources
5 Everyday Email Tasks You're Wasting Time On (And How to Fix Them)
Discover how professionals can save hours each week by automating repetitive email tasks, ensuring consistency, and improving communication quality with Toggles for Outlook.
Toggles for Outlook Quickstart Guide
A step-by-step guide for getting started with Toggles for Outlook.
Toggles Business Pro Quickstart Guide
A step-by-step guide for getting started with Toggles for Outlook for your team with Business Pro.