The Security Deposit Refund Letter is a crucial document in German rental relationships, used when a tenancy comes to an end and the security deposit (Mietkaution) needs to be returned. Under German law, particularly §551 BGB, landlords must handle security deposits in specific ways, including holding them in separate interest-bearing accounts and returning them within a reasonable timeframe after tenancy termination. This document serves to formally communicate the deposit refund details, including any deductions for damages or unpaid rent, interest earned, and the final refund amount. It helps ensure compliance with legal requirements and provides clear documentation of the deposit settlement process. The letter is particularly important as German law provides specific tenant protections regarding security deposits, and proper documentation helps prevent disputes and demonstrates regulatory compliance.
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1. Sender Details: Full name and address of the landlord/property manager
2. Recipient Details: Full name and forwarding address of the tenant
3. Property Identification: Complete address of the rental property and relevant rental period
4. Original Deposit Information: Amount of security deposit originally paid and date of payment
5. Property Inspection Results: Date of final inspection and general condition assessment
6. Refund Amount: Clear statement of the total amount being refunded
7. Payment Details: Bank account information for the refund transfer and expected payment date
8. Closing: Formal closing, date, and signature of the landlord/property manager
1. Deduction Details: Itemized list and explanation of any deductions made from the deposit, to be included if there are any withholdings
2. Interest Calculation: Breakdown of interest earned on the deposit, required if the deposit was held in an interest-bearing account
3. Dispute Resolution Notice: Information about the tenant's right to dispute deductions, included when there are deductions
4. Forwarding Address Confirmation: Confirmation of the tenant's new address, included when the refund is being sent to a different address than the rental property
1. Property Inspection Report: Detailed documentation of the property's condition at move-out
2. Photographic Evidence: Photos documenting any damage or issues leading to deductions
3. Repair Invoices: Copies of invoices or estimates for repairs if deductions are made
4. Original Deposit Receipt: Copy of the original security deposit payment receipt
5. Move-out Protocol: Signed move-out inspection protocol (Übergabeprotokoll)
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