Deposit Documents & Templates
Rental Deposit Compliance Guide
Guidance, inspection forms, interest records, deduction worksheets and refund templates covering South Africa’s 7, 14 and 21-day deposit rules.
Deposit Compliance Checklist
A practical checklist helping South African landlords record deposit receipt, interest, inspections, deductions, refund deadlines, evidence and payment compliance requirements.
Outgoing Inspection Invitation
Template inviting tenants to attend the legally required outgoing inspection before lease expiry, recording proposed arrangements and confirmation details clearly.
Tenant Non Response or Attendance Record
Records a tenant’s failure to respond to or attend an outgoing inspection, including communications, evidence and the landlord’s subsequent inspection.
Acceptance of Tenant’s Request for Deposit Refund
Acknowledgement of Tenant’s Request for Deposit Refund
Confirmation of Inspection and No Deductions
Confirmation of Inspection and No Deductions – Full Refund of Deposit
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Deposit Deduction and Apportionment Worksheet
Worksheet for assessing proposed deposit deductions against lease terms, inspection evidence, fair wear and tear, actual costs and reasonable apportionment.
Fair Wear and Tear Assessment Guide
Guide helping landlords distinguish fair wear and tear from tenant damage using condition, age, causation, evidence and reasonable cost factors.
Deposit Interest Calculation Record
Record for calculating tenant deposit interest, documenting account details, rate changes, accrued amounts, supporting evidence, deductions and the final refund.
Fourteen Day Deposit Deduction and Refund Letter
Template notifying tenants of lawful deposit deductions and confirming payment of the remaining balance within the applicable fourteen-day statutory period.
Final Statement of Account and Refund of Balance
Final Statement of Account and Refund of Balance
Letter of Dispute Resolution Referral
Letter of Dispute Resolution Referral (if disagreement persists)
Agreement deposit / deductions
Settlement agreement between landlord and tenant for deposit return and any deductions.
Twenty One Day Non Attendance Deposit Refund Letter
Template confirming deposit deductions and balance repayment where the tenant failed to attend the outgoing inspection, applying the twenty-one-day deadline.
Tenant Request for Deposit and Interest Evidence
Template enabling tenants to request evidence showing how their deposit was held, interest accrued, deductions made and final refund calculated.
Rental Housing Tribunal Deposit Evidence Checklist
Checklist helping landlords organise lease, banking, inspection, deduction, refund and correspondence evidence when responding to Rental Housing Tribunal deposit complaint.
Landlord Response to Rental Housing Tribunal Deposit Complaint
Structured response template helping landlords present deposit calculations, inspection evidence, deductions, refund dates and supporting annexures to Rental Housing Tribunal.