Bond claim, 2/9 Waratah Parade, Newcastle West
Bond claim letter template with itemised deductions
A bond claim letter tells a former tenant how much of their bond the landlord is claiming, for what, with what evidence, and how much comes back to them. Sending it before lodging the claim gives the tenant a chance to agree, which in New South Wales means a joint claim and a faster refund, or to dispute it with the Tribunal.
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- Letterhead and addressee
- The landlord's ledger letterhead, Wednesday 7 October 2026 by email, the former tenant and the premises.
- Claim summary
- Keys returned on 25 September, inspection on 28 September, $640 claimed from a $2,240 bond.
- Itemised deductions
- A table of the cleaning and door amounts, the total claimed, the bond held and the $1,600 refunded.
- Evidence
- Condition reports, 12 photos and two invoices, and the wear not claimed.
- Next steps and dispute
- A joint claim if agreed, or lodgement on 16 October and 14 days to apply to the Tribunal.
- Signature block
- One party, the landlord, with a date line.
How to adapt this document
For a claim that includes unpaid rent, add a row for the rent owed with the period it covers, and attach the rent ledger to the evidence list. For an agent, use the agency letterhead and licence, sign for the landlord, and give the agent's phone number in the callout. For a property in another state, check the bond authority, the claim process and the dispute window there, because each state runs its own bond scheme with different time limits.
Which law the terms follow
The artifact is written for New South Wales under the Residential Tenancies Act 2010 (NSW). Rental bonds are lodged with and held by NSW Fair Trading and released through Rental Bonds Online. A claim the tenant agrees to can be made jointly, while a claim made by the landlord alone triggers a notice of claim and a 14 day window for the tenant to apply to the NSW Civil and Administrative Tribunal, which then decides how the bond is paid out.
What makes this document work
Two items, two invoices, one total
Oven degreasing and a carpet steam clean at $380.00, and a replacement bedroom door at $260.00, make $640.00. Deducted from the $2,240.00 bond that leaves $1,600.00 for the tenant. Each amount matches an invoice in the evidence list, so nothing is estimated.
Fair wear and tear is excluded out loud
The letter names what it does not claim: the worn hallway carpet and faded blinds after three years. Showing the line between damage and wear is the quickest way to convince a tenant, or a tribunal member, that the two items claimed are fair.
The tenant gets the process and a deadline
Agree and a joint claim goes through Rental Bonds Online. Disagree and the landlord lodges on Friday 16 October 2026, Fair Trading sends a notice of claim, and the tenant has 14 days to apply to the Tribunal and tell Fair Trading or the bond is paid as claimed.
Questions people ask
What can a landlord claim from a bond in NSW?
Amounts the tenant owes under the agreement, such as unpaid rent, cleaning needed to return the premises to the condition in the ingoing report, and the cost of repairing damage beyond fair wear and tear. The claim should match receipts or quotes and the condition reports, as this one does for both items.
What is fair wear and tear?
Deterioration that happens through ordinary use over time, such as worn carpet in walkways, faded blinds or minor scuffs. It cannot be claimed from the bond. A hole through a door or a soiled oven is damage or a cleaning failure, which is why those two items are claimed and the hallway carpet is not.
How does a tenant dispute a bond claim in NSW?
When the landlord lodges a claim the tenant does not agree with, NSW Fair Trading sends the tenant a notice of claim. The tenant then has 14 days to apply to the NSW Civil and Administrative Tribunal and tell Fair Trading they have done so. Otherwise the bond is paid out as claimed.
Is it better to agree a joint claim?
Usually, for both sides. A joint claim signed by landlord and tenant is processed without the 14 day waiting period, so the tenant gets their share sooner and the landlord avoids a hearing. Sending a letter like this one first, with the evidence, is what makes agreement likely.
How soon after the tenancy ends should a bond claim be made?
Promptly, once the final inspection is done and invoices are in hand. This letter goes out on Wednesday 7 October 2026, nine days after the inspection, with the claim to be lodged on 16 October. Leaving it for weeks makes the evidence harder to rely on and delays the tenant's refund.
What evidence should support a bond claim?
The ingoing and outgoing condition reports, dated photos taken at the final inspection, and invoices or quotes for each amount. This letter attaches 12 photos and both invoices. Photos should show the same rooms and angles as the ingoing report so the before and after can be compared side by side.
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