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As far as not sending them a letter about keeping the deposit, I feel that a "statement" should be sent just like if you were refunding it; i.e.
Amount of deposit on account
move in date
move out date
list of costs for
cleaning, repairs, etc.
back these up w/ actual invoices or estimates.
do the math, deduct from deposit, show the balance due you with a "remit to" sentence about where to send it, and
Send it certified and regular mail to their "last known address" which, is of course the address of the house. They certified one won't get forwarded but if by chance they did file a change of address form, the regular mail one will get forwarded to them. Then, you're covered on all sides.
As far as not sending them a letter about keeping the deposit, I feel that a "statement" should be sent just like if you were refunding it; i.e.
Amount of deposit on account
move in date
move out date
list of costs for
cleaning, repairs, etc.
back these up w/ actual invoices or estimates.
do the math, deduct from deposit, show the balance due you with a "remit to" sentence about where to send it, and
Send it certified and regular mail to their "last known address" which, is of course the address of the house. They certified one won't get forwarded but if by chance they did file a change of address form, the regular mail one will get forwarded to them. Then, you're covered on all sides.
Certified can be forwarded, unless there is a request to be signed for the certified .....I always sent certified letters without the signature request since it cost more and I only need the tracking # to follow what happens to the letter.
Signature is required for proof of delivery if you end up in court over something. It's much better to have a signature, in my opinion (having served many a summons & complaint or SC case) when the rubber meets the road. If one does not actually require that, a proof of mailing would suffice and is a lot cheaper too.
At this point, we don't know what the costs will be. Pipes froze while the house was empty and the heater wasn't on and because the heater wasn't on, our insurance company won't pay.
We are actually lucky that the water was turned off for nonpayment before this last big cold spell...that might have saved us thousands.
We are having the water turned on Monday and have a plumber scheduled to be there when the water company is there. This way we can turn the water off at the house if any pipes are broken.
We do have their new address. Once we found out their location from facebook a quick call to information yielded their phone number and a white pages search online got us their address. A search of property records even showed us who their new landlord is...good thing he didn't call us for a reference.
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