A rental final account is prepared using a written statement that clearly separates the security deposit, any sums still due, and adjustments to come. When the tenant leaves, the landlord has an interest in relying on the lease documents rather than on a quick estimate. The Law of 6 July 1989 sets out, in particular, the rules that apply to security deposits and recoverable charges.
The aim is not to find a “standard” amount, but to be able to explain each line, keep its supporting document, and indicate what remains provisional. This method helps present a readable tenant move-out statement while leaving room for discussion if a point is disputed.
What should a rental final account include?
Start by identifying the items that offset each other or that should be handled separately. On one side, record the security deposit paid at move-in. On the other, list rent, charges, or repairs whose payment or justification requires verification. Do not mix an amount that has already been established with an estimate or an adjustment that still depends on documents to come.
A useful statement fits on one structured page: one line per item, a clear sign for amounts to deduct or return, a reference to the corresponding document, and an area explaining provisional items. The reader should understand the reasoning without having to reconstruct the calculations. If a line cannot be explained, it should be reviewed before it is sent.
Then prepare a consistent evidence file: lease, move-in and move-out inventories, useful correspondence, expense supporting documents, and a record of sums received. The statement does not replace these documents; it summarises them. This distinction avoids presenting a deduction as a simple unilateral decision.
Which documents should you compare before withholding an amount?
The inventory is the starting point for examining differences noted at move-out. Compare it with the move-in inventory, item by item, while bearing in mind that an observed difference alone is not enough to determine what should be borne by the tenant. Describe items precisely and link them to the document that supports the line in the statement.
For rent or a charge, check the relevant period, payment already recorded, and amounts set out in the agreement. For an expense, check that it relates to the dwelling and that supporting documentation can be provided. The law provides that sums retained by the landlord from the security deposit must be duly justified: this requirement means avoiding vague labels such as “restoration work” without an associated document.
A decision grid for each line
Before adding an item to the statement, ask four simple questions: what is the nature of the amount? Which period or event does it relate to? Which document supports it? Is its amount final or provisional?
This grid distinguishes common situations. An amount already due and documented can appear as such. A charge to be adjusted later should be identified as provisional. A point that depends on a disagreement should not be hidden in an overall total: describe it, attach the available material, and invite the other party to check the relevant line. This level of detail is often missing from responses that focus only on the security deposit.
What is the deadline for returning the security deposit?
When the move-out inventory matches the move-in inventory, the law provides for a one-month period to return the security deposit. When these inventories show differences, it provides for a two-month period. The period starts when the tenant hands over the keys. These deadlines and their conditions are set out in the Law of 6 July 1989.
In the statement, therefore indicate the date the keys were handed over, the initial deposit amount, and the date on which you plan to return it or explain the deductions. This presentation does not replace an analysis of the file, but it provides an understandable framework for both parties to follow. In a particular situation, the official text and advice from a competent professional remain the right reference points.
How should you handle the adjustment of charges?
Recoverable charges are adjusted annually. Before this adjustment, the landlord provides a breakdown by type of charge and, when the building is co-owned, the method for allocating charges among tenants. Supporting documents are made available for a period set by law. These rules appear in the Law of 6 July 1989.
When the tenant leaves, do not confuse this mechanism with an unexplained withholding. If an adjustment has not yet been finalised, state what is missing, why the item is provisional, and how the line will be reviewed. In a collective building, the law allows, under conditions, the provisional retention of part of the security deposit while annual accounts are finalised. Check the applicable conditions in the official text before using it.
A useful wording can be: “charge adjustment to be finalised according to the available supporting documents.” It does not prejudge an outcome and avoids turning a reservation into a definitively acquired amount. Keep the statement that was sent and the documents it refers to.
What should you do if the tenant disputes the statement?
First reply in writing, line by line. Refer to the document underlying each item, send or identify the relevant supporting document, and correct an error when it appears. An exchange focused on the documents is more useful than a general discussion about a total.
If disagreement remains, distinguish what is acknowledged from what is still disputed. Do not force a settlement with general legal assertions: the circumstances of the lease, the inventories, and the supporting documents matter. For a persistent difficulty, consult official resources and seek advice suited to your situation.
Which method should you apply now?
Gather the move-out documents today, create your table with one line per item, then assign each line a supporting document and a status: final, to be adjusted, or disputed. Finally, review the total to ensure that provisional items are not presented as final. You will then have a clearer move-out statement before sharing it.
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