Phone Calls and In-Person Conversations With Your Landlord (What to Say, What to Avoid)

When it comes to security deposits, landlords often prefer one thing over everything else:

talking instead of writing.

Phone calls and in-person conversations feel faster, friendlier, and more “human.”
They’re also where renters lose leverage without realizing it.

This article shows you how to handle calls and face-to-face conversations without damaging your case — and how renters use them strategically instead of emotionally.

Why Landlords Push for Calls and Conversations

Calls feel informal.
Informal feels flexible.
Flexible delays enforcement.

Landlords prefer calls because:

• nothing is automatically documented

• details can be reframed later

• deadlines feel less rigid

• renters feel pressure to agree

None of this helps you.

The Golden Rule: Nothing Counts Unless It’s Written

In security deposit disputes, verbal statements are legally fragile.

Courts care about:

• dates

• documents

• written notices

Not memory.
Not tone.
Not “what was said.”

If it isn’t written, assume it doesn’t exist.

Should You Take the Call?

Sometimes, yes — but only with intent.

Take the call if:

• you’re calm

• you’re listening, not negotiating

• you plan to confirm everything in writing afterward

Avoid the call if:

• you feel pressured

• the landlord wants a quick agreement

• deadlines are near

You don’t owe real-time responses.

What Landlords Commonly Say on Calls

Here are the most common verbal tactics — and what they usually mean.

“Let’s Just Talk This Out”

What it sounds like:
Cooperation.

What it usually means:
Delay and negotiation.

Talking doesn’t stop the clock.
Deadlines still apply.

“I’m Sure We Can Figure Something Out”

What it sounds like:
Progress.

What it usually means:
An attempt to avoid formal demands.

Until something is written, nothing is resolved.

“I’ll Take Care of It”

What it sounds like:
Reassurance.

What it usually means:
Non-committal language.

Without a date, amount, and delivery method, this statement has no weight.

“This Is How We Always Do It”

What it sounds like:
Authority.

What it usually means:
Policy over law.

Policies don’t override statutes.

What You Should Say (And Keep Saying)

You don’t need clever language.

You need consistency.

Helpful phrases include:

• “Please put that in writing.”

• “I’ll follow up by email to confirm.”

• “I’m tracking the legal deadline.”

• “Let’s keep this documented.”

These phrases are calm — and powerful.

What You Should Never Say

Avoid statements that:

• concede fault

• accept deductions verbally

• agree to “final amounts”

• waive rights

Even casual agreement can be reframed later.

The Post-Call Confirmation Email (Critical Step)

After every call or conversation, send a short email:

“Confirming our conversation today regarding my security deposit. You indicated that [summary]. My move-out date was [date], and the legal deadline is [date]. I’ll await written confirmation.”

This single step turns a weak conversation into strong documentation.

Why This Email Changes Everything

It:

• locks the timeline

• prevents reinterpretation

• signals seriousness

• discourages future verbal pressure

Landlords respond very differently once conversations are documented.

In-Person Conversations: Same Rules Apply

Face-to-face discussions feel personal — but they’re still procedural.

Stay calm.
Stay brief.
Document afterward.

If emotions rise, end the conversation politely and follow up in writing.

When Silence Is Better Than Talking

Sometimes the best response is no response.

Especially when:

• deadlines are close

• the landlord is fishing for concessions

• compliance hasn’t occurred yet

Silence, paired with documentation, often creates more leverage than conversation.

Why Renters Lose Leverage in Conversations

Because they:

• explain too much

• fill silence

• seek reassurance

• negotiate early

You don’t need reassurance.
You need compliance.

What This Means for You

Calls and conversations don’t have to hurt your case.

But they must be handled on your terms — with documentation and timing in mind.

When renters control communication, landlords stop controlling outcomes.

Want the Exact Scripts for Calls and Follow-Ups?

This article explains how to handle conversations.
The real advantage is having ready-to-use wording.

📘 Get Your Security Deposit Back includes:

• call response scripts

• post-call confirmation templates

• documentation checklists

• demand letters

• escalation playbook

👉 Get the complete step-by-step guide here
(Instant download • Works in all U.S. states • No lawyers • No guesswork)https://getsecuritydepositback.com/get-deposit-back-guide