Insurance certificate & document chase
Your vendors' certificates of insurance, W-9s and licences kept current, and the missing ones chased.
Check Security deposit deadline desk for small landlords
Deposit deadlines tracked. The itemized letter ready before it's due.
When a tenant gives notice, {{BRAND}} works out the date your state gives you to return the deposit and send the itemized statement, counting from the earliest day the clock could start. We gather your move-in and move-out photos, invoices and receipts into one evidence packet and draft the itemized letter for you to review, sign and send. A person checks every date and every line. Not legal advice: you decide what to deduct.
- No card needed
- No software to install
- Your files stay yours
Monday 12 Oct · 6 open move-outs07:30
Send by WedUnit 4B (CA): keys back 26 Sep, lease ran to 31 Oct. 21 days ends 17 Oct. Draft letter ready to sign.
MissingHouse A (TX): no forwarding address yet, and the carpet invoice isn't in.
SentUnit 7 (CA): letter sent 9 Oct by certified mail. Receipt filed.
NoticeUnit 3A (NY): moving out 31 Oct. The move-in photos have no bathroom shots.
Sample with made-up units and dates
The problem
The deposit is rarely the hard part. The date and the paperwork are.
The clock can start before the lease ends
In California the 21 days run from the day the tenant moves out, not the day the lease ends. Other states set their own start. A California manager posted this year after counting from the lease end when the tenants left 12 days early: a deposit of about $5,000 went back 9 days late, and the tenants are suing for 3 times the deposit.
Weekends, holidays and the post
"Does a Saturday 14-day deadline extend to Monday?" a New York landlord asked. Does the day you mail the letter count, or the day it arrives? Those are questions for a lawyer. We don't bet on the answer. We set your send-by date early enough that the question shouldn't come up.
Photos and receipts in five places
Move-in photos on an old phone, the cleaner's invoice in email, the hardware receipt in the truck. In California, AB 2801 now expects photos at move-in (for newer tenancies), at move-out, and before and after repairs. Without them, a deduction is hard to defend.
In some states a late or incomplete statement can cost you the right to keep any of the deposit, and penalties can reach 2–3 times the deposit. A person checking the date and the paperwork costs $39 a move-out. We don't give legal advice. We make sure the date, the photos and the receipts are in front of you in time.
How it works
Three steps, from notice to signed letter
Forward the notice
Send us the tenant's notice (or just the move-out date), the lease, the deposit amount and your move-in photos or checklist. Exports from RentCheck, TurboTenant, AppFolio or Buildium inspections work, and so does a phone album. Within one working day you get the last legal day, your send-by date, and the rule we used to get there.
We gather and check the evidence
After the move-out, send the move-out photos (we give you a shot list), the day the keys came back, the forwarding address, and invoices or estimates as they arrive. We match every deduction to a move-in photo, a move-out photo and an invoice, and flag anything that may count as normal wear and tear.
You review, sign and send
You get a draft itemized letter with the refund worked out and the evidence packet attached. You decide the deductions, sign, send it and pay the refund. Then send us the mailing receipt and we file it with the packet. Reminders go out 3 working days before each send-by date.
What changes hands
What you send, and what you get for each move-out
You send (per move-out)
- The tenant's notice, or the expected move-out date
- The lease, the deposit amount and the move-in photos or checklist
- Move-out photos, room by room, following our shot list
- The date the keys came back, and the tenant's forwarding address
- Invoices, receipts or estimates for any repair or cleaning
You get
- The last legal day and your send-by date within 1 working day of the notice, with the rule and the reasoning written down
- A short email every Monday, plus a reminder 3 working days before each send-by date
- An evidence packet (PDF): move-in and move-out photos side by side, each deduction tied to a photo and an invoice
- A draft itemized deduction letter, with the refund worked out
- A sent log, with your proof of mailing filed
- A real person to reply to: {{FIRST_NAME}}
Sample Monday email and draft statement
The email you'd read on Monday, and the letter behind it
Short, and sorted by what needs you. The units, tenants, vendors, amounts and dates in this sample are made up. The day counts use each state's basic rule, for illustration: a city ordinance or the facts of a move-out can change them.
From {{FIRST_NAME}} at {{BRAND}}
Subject Deposit deadlines: 2 to send this week, 2 need you, 1 sent, 1 new notice
Send this week (2)
- Unit 4B, Building A (CA) · deposit $2,400: keys back Sat 26 Sep, lease ran to 31 Oct. California counts 21 days from move-out, so the last day is Sat 17 Oct. Your send-by date: Wed 14 Oct. Draft ready: 4 deductions, $843.47, refund $1,556.53. One item (repainting) is marked "Ask". Please decide on it before you sign.
- Unit 12, Building B (NY) · deposit $3,100: moved out Fri 2 Oct. New York counts 14 days, so the last day is Fri 16 Oct. Your send-by date: Tue 13 Oct. Draft ready: 1 deduction (cleaning, $180), refund $2,920. Sign, send, then reply with the mailing receipt.
Needs something from you (2)
- House A (TX) · deposit $1,800: moved out Wed 30 Sep. Texas counts 30 days, so the last day is Fri 30 Oct (send by Tue 27 Oct). No forwarding address in writing yet, and Vendor B's carpet invoice isn't in. We've drafted a short message you can send the tenant asking for the address.
- Duplex C, unit 2 (FL) · deposit $1,500: moved out Thu 1 Oct. If you're keeping none of it, the refund is due by Fri 16 Oct (send by Tue 13 Oct). If you're keeping some, Florida wants a written notice of your claim by certified mail by Sat 31 Oct (send by Wed 28 Oct). Tell us which, and we'll draft the right one.
Sent (1)
- Unit 7, Building A (CA) · letter signed and sent by you on Fri 9 Oct by certified mail, 7 days before the last day. Mailing receipt and photos filed in the packet. Closed.
New notice (1)
- Unit 3A, Building B (NY) · tenant gave notice for 31 Oct. We found 41 move-in photos but none of the bathroom. Shot list sent for your walk-through, so move-out photos cover every room.
Every date in your deposit register shows the rule we used and the day we last checked it. Full register: your Google Sheet
Checked by {{FIRST_NAME}} · not legal advice · reply to this email with any question
Checked by {{FIRST_NAME}} · not legal advice · reply to this email with any question
Draft itemized statement · Unit 4B, Building A (CA)Deposit $2,400.00
| Deduction | Photos and paperwork | Amount |
|---|---|---|
| Backed Carpet cleaning, bedroom 2 (pet stains) | Move-in photo 14: clean. Move-out photos 31–33: stains. Vendor A invoice 1182 | $185.00 |
| Backed Oven and fridge cleaning | Move-in photos 6–7: clean. Move-out photos 8–10. Vendor A invoice 1182 | $160.00 |
| Backed Replace broken blind, bedroom 1 | Move-in photo 19: intact. Move-out photo 36: snapped. Store C receipt $38.47 + 30 min labor $40.00 | $78.47 |
| Ask Repaint living room, 2 walls | Move-out photos 4–6: marker on walls. Tenancy was 3 years. Vendor B estimate; invoice due after the work | $420.00 |
| Wear Six small nail holes, hallway | Move-out photo 7. No invoice | $0.00 |
| Total deductions | $843.47 | |
| Refund to tenant | $2,400.00 held, less $843.47 | $1,556.53 |
"Ask": repainting after a 3-year tenancy is often disputed as normal wear, even with marker on the walls, so we flag it rather than decide. Charge all of it, part of it or none: your call. "Wear": flagged as possible normal wear and tear, and left at $0 unless you decide to charge it. Packet attached to the draft: lease, move-in checklist, 46 photos, 2 invoices, 1 receipt and 1 estimate. Rule used: Cal. Civ. Code § 1950.5, 21 days from move-out.
Sample with made-up units, vendors and amounts
Pricing
Priced by move-outs, not by seat
Pay per move-out
$39/move-out
For self-managing landlords. Pay only when a tenant leaves.
Up to 4 move-outs a month
$129/month
For a small property manager. Adds a register of lease ends and notices, and a gap check on new move-in photos.
Up to 10 move-outs a month
$249/month
For a busy management office. Same register and move-in photo checks.
Every plan includes
- The last legal day and a send-by date for every move-out, with the rule written down
- Counting from the earliest day the clock could start, with no reliance on weekend or holiday extensions
- A Monday email, and reminders 3 working days before each send-by date
- Move-in and move-out photos sorted side by side, room by room
- Every deduction matched to a photo and an invoice or estimate
- A draft itemized letter with the refund worked out
- A sent log, with your proof of mailing filed
- A named person, not a ticket queue
- Extra move-outs on a monthly plan: $29 each
- Monthly billing, cancel any time
- Over 10 move-outs a month? Ask us.
Your next move-out done free: the dates, the evidence packet and the draft letter. No card, no contract.
Start with a free move-outFor context: inspection and deposit apps cost about $0–2 per unit a month. They store photos, send reminders and some draft a letter, but someone still has to gather the receipts, match each deduction to a photo and an invoice, and check the date. An offshore assistant costs about $500–1,400 a month, and admin help in the US about $16–30 an hour.
What we don't do: legal, tax, accounting or insurance advice; deciding what counts as wear and tear or what you may deduct; contacting your tenants; signing or sending the letter for you; holding, refunding or moving any money; collecting what a tenant owes you; or representing you in small claims. We're not a law firm, a property manager or a licensed real estate broker. Deadlines vary by state and sometimes by city. When something is unclear, we say so and suggest you ask a local landlord-tenant attorney.
Questions
FAQ
Who are you?
{{BRAND}} is run by {{FIRST_NAME}} in Dhaka, Bangladesh. Our working day starts while US landlords are asleep, so a notice you forward in the evening usually has its dates worked out by your morning.
Is this legal advice?
No. We're not lawyers. We work out the dates from each state's published rule, counting from the earliest day the clock could start and never relying on a weekend or holiday extension, and we show you how we got there. If the facts are unclear (an early move-out, keys never returned, an abandoned unit, a city with its own rules), we flag it and suggest you check with a local landlord-tenant attorney. You decide what to deduct, and you sign and send the letter.
Which states do you cover?
We start with California, New York, Washington, Colorado, Texas, Florida, Illinois and Massachusetts. Before your first move-out in a state, we write up a rules sheet for it and share it with you: the day count, what starts the clock, how the letter must be sent, and any receipt or interest rule, with the statute and the date we checked it. Some cities, such as Chicago, add their own rules, so tell us the city. Another state? Ask, and we'll tell you honestly whether we cover it yet. US only for now: UK and Australian deposit schemes work differently.
What access do you need?
No logins at all. Forward the notice and the lease, and share a folder (Google Drive or Dropbox) with the photos and invoices, or let us set one up for each move-out. If you use RentCheck, TurboTenant, AppFolio, Buildium or Rent Manager, export the inspection report and photos. We never need your property-management software, your bank or your email password.
Is my data safe?
Your files include tenant names, forwarding addresses and photos of their home, so we treat them carefully. They're used only for your move-outs, kept in our Google Workspace account with 2-step login, and seen only by the person working on your account. They're never shared or sold. Each finished packet is in your own folder, and our copies are deleted within 7 days if you leave. Please don't send applications, ID, bank details or medical notes (such as accommodation requests): we don't need them. We act only on your instructions, as your service provider, and can sign a short data addendum or your NDA. Ask for our one-page data promise.
Is this software or people?
People, with good tools. Software helps sort photos by room, read invoices and draft the letter. A person checks every date against the rules sheet, every deduction against its photo and invoice, and the sums, before anything reaches you.
I already use RentCheck, TurboTenant or my software's inspections. Do I need this?
Keep them. Those tools are good at taking and storing photos, and some produce a deduction report. We work from their reports, then add the parts they leave to you: the date worked out from your state's rule and watched, the receipts gathered and matched to each deduction, the letter put together with its evidence, and the proof of mailing filed.
What don't you do?
We don't give legal, tax, accounting or insurance advice, decide what's wear and tear, contact your tenants, sign or send letters for you, hold or move money, collect what a tenant owes you, or go to small claims for you. We draft messages to tenants (asking for a forwarding address, say) for you to send yourself. We're not a law firm, a property manager or a licensed broker.
What happens after the free move-out?
We do your next move-out free: the dates, the packet and the draft letter. Then pay per move-out, pick a monthly plan, or stop. The packet and the letter are yours either way. A move-out is one unit and one tenancy ending. If the tenant stays after all, there's no charge.
How do I pay?
Monthly plans get one invoice a month. Pay per move-out gets one invoice when the draft letter is delivered. Pay by bank transfer (US ACH) or by card.
Free: your next move-out
Start with the next tenant who gives notice
Tell us roughly how many units you have and where they are. {{FIRST_NAME}} will reply within one working day with a short list of what to send. Tenant already gone? Send that one now. If the last legal day is under a week away, say so, and our first reply will tell you whether there's time for the full packet.
Prefer email? {{EMAIL}}