Your Step-by-Step Deposit Protection Journey

Follow this proven 6-step process to document your rental, track deadlines, and fight unfair deductions.

1

Move-In Documentation

📅 When: First day of tenancy ⏱️ Time: ~30 minutes

What You'll Do

  • Walk through each room with the app's guided checklist
  • Photograph walls, floors, ceilings, fixtures, appliances
  • Capture close-ups of any pre-existing damage (stains, scratches, cracks)
  • Enable GPS tagging and timestamp overlays for proof
  • Add notes describing condition ("Carpet stain near window," "Chipped paint")
  • Save everything with tamper-evident SHA-256 hashes

Why It Matters

Your move-in documentation is your baseline evidence. If your landlord tries to charge you for pre-existing damage, these timestamped photos prove the condition when you arrived.

Real Example: Sarah's landlord claimed she damaged the kitchen countertop ($450 charge). Her move-in photos showed the exact same chip on day one. Charge dropped.

Why move-in documentation matters

Why move-in documentation matters

2

Move-Out Documentation

📅 When: Last day before keys returned ⏱️ Time: ~20 minutes

What You'll Do

  • Re-photograph the same rooms/items from move-in
  • Show that everything is in the same or better condition
  • Capture the empty, clean property from multiple angles
  • Use comparison view to match move-in photos side-by-side

Why It Matters

Courts love before-and-after comparisons. Move-out documentation proves you left the property in acceptable condition. Under state law, landlords can only charge for damage beyond "normal wear and tear."

Evidence comparison view

Side-by-side comparison: Move-in vs. Move-out

3

Send Written Demand Letter

📅 When: After move-out and key return ⏱️ Time: ~10 minutes

What You'll Do

  • Choose "Demand for Security Deposit" letter type
  • App auto-fills your tenant info, property address, landlord details
  • Review the state-compliant legal language
  • Send via certified mail, email, or hand delivery (track method in app)
⚠️ CRITICAL: In many states, the refund clock does NOT start until you send a written demand. Waiting = losing your rights.

Why It Matters

Many states require a written demand to trigger the refund deadline. Renters often lose their deposits simply because they asked verbally or via text. DepositGenie's letters include all legally required elements:

  • Your name and forwarding address
  • Property address and move-out date
  • Demand for itemized deductions (if any)
  • Statutory language citing your state's laws
Letter generation wizard

3-step letter wizard with delivery tracking

4

Track Legal Deadlines Automatically

📅 When: Starts after demand letter sent ⏱️ Time: Automatic (app handles everything)

What the App Does

  • Monitors your state's specific trigger requirements
  • Calculates deadlines using the correct method (business days or calendar days)
  • Sends push notifications at 7 days, 3 days, and 1 day before deadline
  • Visual countdown with urgency colors (green → yellow → red)
📘 State-Specific Calculation: Some states count business days (excluding weekends/holidays), others count calendar days. DepositGenie automatically applies the correct method for your state.

Why It Matters

If your landlord misses the state-mandated deadline, many states allow you to recover penalty damages plus attorney's fees. But you must know when the deadline expires.

Example Timeline (varies by state):

  • May 1: You move out and return keys
  • May 3: You send demand letter (if required)
  • May 22-June 2: Deadline expires (depends on your state's requirements)
Countdown dashboard

Real-time deadline tracker with holiday exclusions

5

Dispute Unfair Charges

📅 When: If landlord sends itemized deductions ⏱️ Time: ~15 minutes (AI does the heavy lifting)

What You'll Do (Complete Tier)

  • Upload landlord's itemized deduction letter (photo/PDF)
  • AI extracts all charges (carpet cleaning, paint, repairs)
  • AI matches charges with your move-in/move-out evidence
  • Review AI-generated dispute letter with line-by-line rebuttals
  • Send dispute via certified mail (tracked in app)
Complete Tier Feature

Why It Matters

Many states give you a specific timeframe from the date of landlord's itemized letter to dispute charges. DepositGenie's AI:

  • Finds photos showing good condition of disputed items
  • Identifies normal wear and tear charges (legally prohibited)
  • Spots inflated costs (e.g., $500 for basic paint touch-up)
  • Cites your evidence with photo references and timestamps

Real Example: A landlord charged $800 for carpet replacement. AI found the renter's move-in photos showing pre-existing stains and generated a dispute letter. Landlord withdrew the charge.

AI dispute analysis

AI analyzes deductions and matches with your evidence

6

Get Your Money Back

Three Possible Outcomes

✅

Full Refund

Landlord returns 100% of your deposit after reviewing your evidence package.

🤝

Negotiated Settlement

Landlord agrees to partial refund. You decide if it's worth accepting or fighting in court.

⚖️

Small Claims Court

File lawsuit with your organized evidence package. Many states allow penalty damages for wrongful withholding.

Happy renter with refund check

Need Help At Any Step?

We're here to guide you through the entire process.

📧

Email Support

Get help from our tenant rights specialists.

support@depositgenie.com
💬

In-App Help Center

Step-by-step guides and video tutorials.

Open in App
📚

Free Resources

Download our complete tenant rights guide.

View Tenant Rights
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