A “Sample Letter To Tell Tenants Not Renewing Lease” informs renters that their lease will not be extended. Landlords use it. They might need it when plans change. Maybe they want to renovate the property. Perhaps they wish to occupy it themselves.
Need to write such a letter? You’re in the right place. We’ve got you covered. We will share ready-to-use templates. These examples will simplify your task.
This article offers various letter samples. They will guide you. Writing becomes easy. Find your perfect fit now.
Sample Letter To Tell Tenants Not Renewing Lease
[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]
[Tenant’s Name]
[Tenant’s Address]
[City, State, Zip Code]
Subject: Regarding Your Lease at [Property Address]
Dear [Tenant’s Name],
This letter is to acknowledge that we have received your notification of your intention not to renew your lease for the property located at [Property Address]. Your lease is currently scheduled to end on [Date].
We understand that your circumstances have changed, and we respect your decision not to renew.
As your lease end date approaches, please remember the following:
Please ensure that all personal belongings are removed from the property on or before [Date].
A final inspection of the property will be conducted after you have moved out.
Your security deposit will be returned to you, according to the terms of your lease agreement, after the inspection and after deductions for any damages beyond normal wear and tear. Please provide a forwarding address where we can send your security deposit refund.
We wish you all the best in your new home. Thank you for being our tenant.
Sincerely,
[Your Name/Property Management Company Name]
How to Write Sample Letter To Tell Tenants Not Renewing Lease
Subject Line: Be Clear and Concise
- Start with a subject line that is both unambiguous and straightforward. Something like “Non-Renewal of Lease at [Address]” works well.
- Avoid ambiguity. The tenant should immediately apprehend the purpose of the communication.
Salutation: Keep it Professional, Yet Cordial
- Address the tenant(s) by name. A formal “Dear [Tenant Name(s)],” is generally preferred.
- If you have a longstanding, amicable relationship, a slightly more informal “Hello [Tenant Name(s)],” might be suitable, but err on the side of formality.
First Paragraph: State the Intent Directly
- Begin by explicitly stating that you will not be renewing the lease agreement. For example: “This letter serves to inform you that we will not be renewing your lease agreement for the property located at [Address] upon its expiration on [Date].”
- Acknowledge the original lease end date. There should be no equivocation about your intentions.
Second Paragraph: Provide a Reason (Optional, But Recommended)
- While not always legally mandated, providing a succinct reason for non-renewal can mitigate potential misunderstandings or acrimony.
- Examples: “We have decided to utilize the property for family purposes,” or “We are undertaking extensive renovations to the property.”
- Avoid overly detailed explanations or reasons that could be construed as discriminatory. Keep it brief and innocuous.
Third Paragraph: Outline Move-Out Expectations
- Clearly delineate your expectations for the tenant’s move-out process.
- Include the date by which they must vacate the premises: “The property must be vacated no later than [Date].”
- Mention the required condition of the property upon move-out (e.g., “The property should be returned to its original condition, less normal wear and tear.”)
- Remind them of any obligations regarding final utility readings and forwarding addresses.
Fourth Paragraph: Security Deposit and Final Inspection
- Address the return of the security deposit. Specify the process and timeframe. For instance: “Your security deposit will be returned within [Number] days of your departure, contingent upon a satisfactory final inspection of the property.”
- Indicate how and when the final inspection will be conducted. “We will contact you to schedule a final walk-through inspection of the property prior to your departure.”
Closing: Maintain Professionalism and Offer Assistance
- End with a professional closing, such as “Sincerely,” or “Respectfully,” followed by your name and contact information.
- You might add a sentence offering assistance with the move, if appropriate: “Please do not hesitate to contact us if you have any questions or require any clarification regarding the move-out process.”
- Ensure your contact information is readily available should the tenant need to reach you.
Frequently Asked Questions: Non-Renewal of Lease Notifications
This section addresses common inquiries regarding letters informing tenants of a landlord’s decision not to renew their lease agreement.
Understanding these guidelines ensures compliance and promotes positive tenant relations during the transition period.
What information should be included in a non-renewal notice?
The notice should include the tenant’s name, property address, date of the notice, lease expiration date, a clear statement that the lease will not be renewed, and any move-out instructions.
How much notice is required when not renewing a lease?
The required notice period varies based on local laws and the lease agreement itself. Typically, it ranges from 30 to 60 days before the lease expiration date.
Can I refuse to renew a lease for any reason?
While landlords generally have the right not to renew a lease, discriminatory reasons or those violating fair housing laws are prohibited. Consult local regulations for specifics.
What do I do if the tenant doesn’t move out after the lease expires?
If a tenant remains after the lease expires and proper notice was given, you may need to initiate eviction proceedings according to local laws and regulations.
Should I offer a reason for non-renewal in the letter?
Providing a reason is not legally required in most cases, and it’s often advisable to avoid doing so unless legally obligated. This can prevent potential disputes.
Related:
Sample Letter To Children In Safe Houses
Sample Letter To Clients From Real Estate Assistant
Sample Letter To Clients About Closing A Business
