A “Sample Letter To Tenant For Non-Renewal Of Lease” is a heads-up. It tells your tenant their lease won’t be renewed. Landlords use it when they want the tenant to move out at the end of the current lease term. Maybe they plan to sell, remodel, or just want a new tenant.
Writing such a letter can feel tricky. You want to be clear but also professional. That’s where our samples come in handy.
We’ve got you covered with different letter examples. These will help you write yours quickly and easily. Think of them as templates. Use them to make the process smooth for everyone.
Sample Letter To Tenant For Non Renewal Of Lease
[Your Name/Company Name]
[Your Address]
[City, State, Zip Code]
[Date]
[Tenant’s Name]
[Tenant’s Address]
[City, State, Zip Code]
Subject: Non-Renewal of Lease Agreement
Dear [Tenant’s Name],
This letter is to inform you that we will not be renewing your lease agreement for the property located at [Property Address]. Your current lease agreement is scheduled to expire on [Date of Lease Expiration].
We appreciate you being a tenant at this property. However, after careful consideration, we have decided not to extend the lease at this time.
Please ensure that you vacate the premises on or before [Date of Lease Expiration], and that you leave the property in good condition, as outlined in your lease agreement. We ask that you remove all personal belongings and leave the unit clean.
We will schedule a move-out inspection with you closer to your move-out date to assess the condition of the property and discuss the return of your security deposit, according to the terms of your lease and applicable state laws.
Please confirm receipt of this letter and let us know if you have any questions.
Sincerely,
[Your Name/Company Name]
How to Write Sample Letter To Tenant For Non Renewal Of Lease
Subject Line: Clarity is Key
- Be direct. Employ verbiage such as “Non-Renewal of Lease Agreement” or “Notice of Lease Termination.” This eliminates ambiguity right from the start.
- Include the property address for immediate identification.
- For instance: “Non-Renewal of Lease Agreement – 123 Oak Street.”
Salutation: Professional Courtesies
- Address the tenant by name. Avoid generic greetings like “To Whom It May Concern.”
- Use “Dear Mr./Ms./Mx. [Tenant’s Last Name]” for a formal approach.
- If unsure, “Dear [Tenant’s Full Name]” is a safe, amicable alternative.
The Imperative Introduction: State Your Intent
- Clearly articulate that the lease will not be renewed. Do not equivocate.
- Reference the existing lease agreement, including its date of execution.
- Example: “This letter serves as formal notification that the lease agreement, executed on January 1, 2023, for the property located at 123 Oak Street, will not be renewed upon its expiration on December 31, 2024.”
Body Paragraphs: Substantiate with Specificity
- State the exact date the tenant must vacate the premises. Leave no room for misinterpretation.
- Briefly allude to the reason for non-renewal, if appropriate and legally permissible. Avoid elaborate explanations that could be contentious.
- Mention any obligations the tenant has upon vacating, such as cleaning, repairs (if applicable), and key return.
- Reiterate the expectation of leaving the property in a habitable condition, as stipulated in the original lease.
Security Deposit: Addressing the Elephant in the Room
- Inform the tenant about the procedure for the return of the security deposit.
- Specify the timeframe for the return, adhering to local laws and lease terms.
- Outline the conditions under which deductions may be made, referencing the original lease agreement.
- Request a forwarding address for the deposit refund.
Gratitude and Goodwill: End on a Positive Note
- Express appreciation for the tenant’s tenancy. A little courtesy goes a long way.
- Example: “We appreciate your tenancy at 123 Oak Street and wish you the best in your future endeavors.”
- Avoid insincere platitudes; keep it concise and genuine.
Closing and Signature: Formalities Matter
- Use a professional closing, such as “Sincerely” or “Respectfully.”
- Include your name and title (e.g., Property Manager).
- Ensure the letter is signed. If sending electronically, use a digital signature or a scanned copy of your signature.
- Retain a copy of the letter for your records.
Frequently Asked Questions: Non-Renewal of Lease Letters to Tenants
This section addresses common inquiries landlords have regarding the process of notifying tenants about the non-renewal of their lease agreement.
Understanding these points can help ensure a smooth and legally compliant transition.
What is a non-renewal lease letter?
A non-renewal lease letter is a formal notice from a landlord to a tenant indicating that the lease will not be extended beyond its current expiration date.
When should I send the non-renewal notice?
The timing for sending a non-renewal notice is typically dictated by the lease agreement or local laws, often 30 to 60 days before the lease expires.
What information should be included in the letter?
The letter should include the date, tenant’s name, property address, lease expiration date, a clear statement of non-renewal, and your signature.
Do I need to provide a reason for non-renewal?
Unless required by local laws or the lease agreement, you are generally not obligated to provide a reason for not renewing the lease.
What if the tenant doesn’t move out after the lease expires?
If the tenant remains after the lease expires, you may need to initiate eviction proceedings according to local landlord-tenant laws.
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