A hostel caution deposit refund application is a short formal letter asking the warden, accounts office or hostel owner to return your refundable deposit after you leave. It should state who you are, when you vacated, how much you paid, and where the money should go, with the receipt and clearance papers attached. Formats vary by institution, and many colleges have their own refund form, so check with the hostel office before you write. If they don't have one, the samples below will work.
This guide covers three common situations: leaving after your course ends, cancelling admission, and getting a security deposit back from a private hostel or PG. It also gives an email version and the mistakes that tend to slow refunds down. For the full set of letters students write while living in a hostel, see our hostel application format guide.
Key Takeaways
- Ask the hostel office whether a refund form exists before writing your own letter.
- Include your roll number, room number, vacating date, deposit amount, receipt number and bank details.
- At institutions covered by the UGC Fee Refund Policy 2025-26, caution money and security deposits must be refunded in full, within 15 days of a written application.
- Attach photocopies, not originals, and keep a stamped or acknowledged copy of your application.
- Private hostels and PGs follow the terms of your agreement, so quote the clause on refunds if there is one.
Before you write: gather these documents
Collect your paperwork first, because the letter is only as strong as the proof behind it. Refund offices usually check your deposit against their records and confirm you don't owe anything before releasing money.
- Deposit receipt: the original receipt or fee slip showing the caution money or security deposit you paid.
- Clearance or no-dues certificate: many hostels issue one after checking your room, furniture, mess dues and library books.
- Room handover proof: a key return slip or the warden's signature on a checkout form.
- ID proof: your student ID card, or another ID for a private hostel.
- Bank details: account holder name, account number, IFSC and bank name. A cancelled cheque helps avoid typing errors.
If the deposit was paid from a parent's account, ask the office whose account the refund should go to. Some institutions only refund to the payer.
What to include in a caution deposit refund application
Every refund letter needs enough detail for someone to find your record and process the payment without calling you back. Use this list as a checklist:
- Date and the correct addressee (warden, chief warden, accounts officer or PG owner).
- A clear subject line, such as "Application for refund of hostel caution deposit".
- Your full name, course, year, roll or enrolment number, hostel name and room number.
- The date you vacated or the date your admission was cancelled.
- The deposit amount, receipt number and date of payment.
- A statement that you've cleared all dues, with the clearance reference if you have one.
- Your bank details for the transfer.
- Your phone number, email and signature, plus a list of enclosures.
Sample 1: refund after completing your course
Use this letter when you've finished your course or academic year and moved out. It's the most common version and usually goes to the warden, with a copy to accounts.
To
The Warden
[Hostel name]
[Institution name], [City]
Date: [DD/MM/YYYY]
Subject: Application for refund of hostel caution deposit
Respected Sir/Madam,
I am [your full name], a student of [course and year], Roll No. [number]. I was a resident of Room [number], [block] of [hostel name] from [month, year] to [month, year]. I completed my course and vacated the hostel on [date], after handing over the room keys and furniture.
At the time of admission, I paid a caution deposit of Rs [amount] vide receipt no. [number] dated [date]. I have cleared all hostel and mess dues, and my no-dues certificate is enclosed.
I request you to kindly refund the caution deposit to the bank account below:
Account holder: [name]
Account number: [number]
IFSC: [code]
Bank and branch: [name]
Thanking you.
Yours sincerely,
[Signature]
[Full name]
Roll No.: [number]
Phone: [number]
Email: [address]
Enclosures: 1. Copy of deposit receipt 2. No-dues certificate 3. Copy of ID card 4. Cancelled cheque
Sample 2: refund after cancelling admission
Write this version if you've withdrawn from the course or cancelled your hostel seat before or soon after joining. It often goes to the registrar or accounts officer as well as the warden.
If your institution is covered by the UGC Fee Refund Policy 2025-26, caution money and security deposits aren't counted as fees and must be refunded in full. The same policy says refunds are due within 15 days of a written application and that institutions must not retain original certificates. It doesn't set a specific rule for hostel fees, though, so the hostel charges themselves depend on your institution's policy.
To
The Registrar / Accounts Officer
[Institution name], [City]
Date: [DD/MM/YYYY]
Subject: Refund of caution money and hostel security deposit after cancellation of admission
Respected Sir/Madam,
I, [your full name], was admitted to [course] for the session [year] with enrolment number [number] and was allotted Room [number] in [hostel name]. I cancelled my admission on [date] due to [brief reason], and my cancellation application is acknowledged under reference no. [number].
I had paid caution money of Rs [amount] and a hostel security deposit of Rs [amount] vide receipt nos. [numbers]. I request you to refund these deposits in full to the account below, and to return my original documents: [list documents].
Account holder: [name]
Account number: [number]
IFSC: [code]
Thanking you.
Yours faithfully,
[Signature]
[Full name]
Phone: [number]
Enclosures: 1. Copy of cancellation acknowledgement 2. Copies of deposit receipts 3. Cancelled cheque
Sample 3: security deposit refund letter to a private hostel or PG
A private hostel or PG returns your deposit under the terms of your agreement, not a university policy. Quote the agreement clause, list any deductions you've already agreed to, and ask for the balance.
Some states have adopted the Model Tenancy Act 2021, a model law that caps residential security deposits at two months' rent. It applies only where a state has adopted it, so check your state's position. Our guide to PG and hostel deposit refund rules in India covers this in more detail.
To
[Owner or manager name]
[PG or hostel name]
[Address]
Date: [DD/MM/YYYY]
Subject: Request for refund of security deposit
Dear [Mr/Ms surname],
I stayed in [room or bed number] at [PG name] from [date] to [date] under the agreement dated [date]. I gave notice on [date] as required by clause [number] and vacated on [date]. The room was inspected and the keys were returned to [name] on the same day.
I paid a security deposit of Rs [amount] on [date]. Rent and electricity up to [date] have been paid. [If any: I agree to a deduction of Rs [amount] for [reason].] Please transfer the balance of Rs [amount] to the account below by [date].
Account holder: [name]
Account number: [number]
IFSC: [code]
UPI ID: [id]
Regards,
[Signature]
[Full name]
Phone: [number]
Enclosures: 1. Copy of deposit receipt 2. Copy of agreement 3. Last rent receipt
Email version of the refund request
Email works well when the office accepts it, and it gives you a timestamped record. Keep it short and attach scans of the same documents.
Subject: Caution deposit refund request: [Full name], Roll No. [number], Room [number]
Dear Sir/Madam,
I vacated Room [number] of [hostel name] on [date] after completing [course and year]. I request a refund of my caution deposit of Rs [amount], paid vide receipt no. [number] dated [date]. I've cleared all dues, and my no-dues certificate, receipt copy and bank details are attached.
Please let me know if you need anything else to process the refund.
Regards,
[Full name]
Roll No.: [number]
Phone: [number]
Attachments: receipt.pdf, no-dues.pdf, cancelled-cheque.pdf
Common mistakes that delay deposit refunds
Most refund delays come from missing details rather than refusals. These are the ones to avoid.
- Applying before clearance: offices often won't process a refund until your no-dues is signed. Get clearance first, then apply.
- Leaving out the receipt number: without it, staff have to search records by name. Quote it in the letter and attach a copy.
- Wrong or incomplete bank details: a single wrong IFSC digit can bounce the transfer. Attach a cancelled cheque or passbook copy.
- Handing over originals: submit photocopies and keep the originals in case you need to follow up.
- Not keeping proof of submission: ask for a stamp, signature or reference number on your copy, or keep the sent email.
- Using the wrong letter type: a refund request isn't a hostel leave application, so don't mix temporary absence with permanently vacating.
Next steps
Check whether your hostel has its own refund form, collect your receipt and clearance, then send the letter that fits your situation. Keep an acknowledged copy, and if nothing happens within the timeline your institution or agreement sets, send a written reminder quoting your first application. If you're heading to a new hostel, our sample application for admission in hostel will help with the next step.
Your refund often depends on what you signed at admission, so it's worth rereading Hostel Undertaking and Affidavit: What You Sign and Formats. If you also need paperwork from the office before you leave, see Hostel Certificate for Scholarship: Application Format.
