DAMAGE DEPOSIT POLICY

The "Fair Play" Damage Deposit Policy & Agreement 

Let’s talk about the elephant in the room: the security deposit. For owners, it’s a safety net; for occupants, it’s a source of anxiety. Most conflicts start because the rules were "implied" rather than written.

This Damage Deposit Policy & Agreement is a professional, transparent roadmap designed to protect property, equipment, and relationships. It’s a plug-and-play PDF that ensures everyone knows exactly what is expected—and exactly how to get that deposit back.

What’s Inside This Transparency-First Document:

• The Guardrails: Clearly defines that the deposit protects against physical damage, excessive cleaning, unpaid balances, and lost items like keys or fobs.

• Holding Standards: Outlines professional trust-handling practices to ensure the deposit is held fairly and securely in accordance with Canadian and U.S. legal standards.

• The "No Surprises" Deduction List: Provides a pre-written list of what qualifies for a deduction—from burns and stains to missing equipment—so there are no arguments later.

• The Deep Clean Clause: Establishes expectations for "excessive cleaning" and waste removal to avoid the "it wasn't that dirty" debate.

• Inspection Protocols: Sets the stage for pre- and post-use inspections (with photos!) to document the actual condition of the property.

• The Return Roadmap: Outlines legal timelines for returning funds and requires an itemized statement for any deductions made.

Why You Need It:

Because "fair and reasonable" is a matter of opinion until you put it in writing. This policy protects the property owner’s assets while giving the occupant a clear checklist of how to remain in good standing.

Format: Instant Digital Download (PDF) Usage: Sign at the time of deposit to establish clear expectations from Day One.