Leasing a car is great. But the lease eventually ends. Then what? You might need to write a letter. It’s to your car dealer. This letter tells them your plans. Are you returning the car? Or buying it? This letter helps you start the process.
Writing letters can be hard. Especially formal ones! Don’t worry, we can help. We have letter templates for you. We have examples of the “Sample Letter To Dealer On End Of Car Lease”.
This article is your toolkit. Use our samples. Make your letter clear. Make it professional. End your car lease smoothly.
Sample Letter To Dealer On End Of Car Lease
[Your Name]
[Your Address]
[Your City, State, Zip Code]
[Your Email]
[Your Phone Number]
[Date]
[Dealer Name]
[Dealer Address]
[Dealer City, State, Zip Code]
Subject: End of Car Lease – [Vehicle Year] [Vehicle Make] [Vehicle Model] – VIN: [Vehicle Identification Number]
Dear [Dealer Name],
This letter is to inform you of my intention to end the lease on my [Vehicle Year] [Vehicle Make] [Vehicle Model], Vehicle Identification Number [Vehicle Identification Number], on [Lease End Date].
As the lease end date approaches, please provide me with information regarding the necessary steps for returning the vehicle. I would appreciate details about the vehicle inspection process, any associated fees, and the acceptable return locations.
I am also interested in exploring options for purchasing the vehicle at the end of the lease, as well as potentially leasing or purchasing a new vehicle from your dealership. If possible, please provide information on available models and any current promotions.
I can be reached at [Your Phone Number] or [Your Email] to discuss this further. Thank you for your attention to this matter.
Sincerely,
[Your Name]
How to Write Sample Letter To Dealer On End Of Car Lease
1. The Subject Line: Brevity is Golden
Your subject line needs to be succinct and immediately informative. It’s the hors d’oeuvre that piques the dealer’s interest. Use a straightforward approach.
- Example: Lease End Notification – [Your Name] – [Vehicle Year and Model]
2. Salutation: Setting a Professional Tone
Begin with a formal salutation. Addressing the recipient properly demonstrates respect and initiates a courteous dialogue.
- Ideal: “Dear [Dealership Name] Lease Department,” or “To Whom It May Concern,” if you lack a specific contact.
- Avoid overly familiar greetings. This maintains professionalism.
3. Introductory Paragraph: State Your Intent Directly
The opening paragraph should articulate your intention without circumlocution. Declare the impending termination of your lease and the vehicle in question. Lay the groundwork for a seamless transition.
- Example: “This letter serves as formal notification that I will be returning the leased [Year] [Make] [Model] with VIN [VIN Number] at the expiration of the lease agreement on [Date].”
4. Body Paragraph(s): Outline Specifics and Inquiries
This section constitutes the core of your communication. Address pertinent details such as mileage, condition, and your intentions. Pose cogent queries, ensuring you are well-informed regarding the end-of-lease procedure. This avoids ambiguity and facilitates a smooth handover.
- Indicate current mileage: “The vehicle currently has approximately [Mileage] miles.”
- Briefly mention the vehicle’s condition: “The vehicle is in good condition, with the exception of [Minor Damage, if any].” Be honest; transparency is crucial.
- Inquire about the return process: “Kindly elucidate the protocol for returning the vehicle. Specifically, what documentation is required, and what are the acceptable return locations?”
- Inquire about pre-inspection options: “Do you offer a pre-inspection service to assess potential excess wear and tear charges? This allows me to rectify any issues beforehand.”
- State your intentions—are you looking to purchase the vehicle, lease a new one, or simply return the vehicle?
- “I am interested in exploring options for purchasing the vehicle at the end of the lease. Please provide information on the buyout process.”
- “I am also interested in exploring options for leasing/purchasing a new vehicle. Please have someone contact me to discuss available models.”
- “I intend to return the vehicle at the end of the lease.”
5. Final Paragraph: Reinforce Your Expectations
Reiterate your anticipation of a prompt and comprehensive response. Express your availability for further discourse. A polite, proactive conclusion leaves a favorable impression.
- Example: “I anticipate receiving detailed information regarding the end-of-lease process at your earliest convenience. I am available to discuss this matter further by phone at [Your Phone Number] or by email at [Your Email Address].”
6. Closing: End on a Cordial Note
Employ a professional closing. This reinforces the respectful tone maintained throughout the letter.
- Acceptable Closings: “Sincerely,” “Respectfully,” or “Yours Truly.”
- Follow with your typed name.
7. Postscript (P.S.): Optional But Potentially Advantageous
A postscript can be used to emphasize a critical point or reintroduce an important question without sounding repetitive. Use judiciously to maximize impact.
- Example: “P.S. I would appreciate clarification on any potential fees associated with the lease termination process.”
Frequently Asked Questions: End of Car Lease Notification
This section addresses common questions regarding the process of notifying your dealer about your intentions at the end of your car lease.
Understanding these procedures can help ensure a smooth and transparent lease termination.
When should I send the end-of-lease notification letter?
It is generally recommended to send the notification letter approximately three to six months before your lease’s maturity date.
What information should be included in the letter?
The letter should include your name, address, vehicle identification number (VIN), lease account number, lease maturity date, and your intention to either return or potentially purchase the vehicle.
Do I need to send the letter via certified mail?
While not always mandatory, sending the letter via certified mail with return receipt requested provides proof of delivery and can be beneficial for your records.
What happens after I send the notification letter?
The dealership will typically contact you to schedule a pre-inspection of the vehicle and discuss your options for lease termination, including vehicle return or purchase.
What if I decide to purchase the vehicle after initially stating I would return it?
Contact the dealership as soon as possible to inform them of your change of plans. They will provide you with the necessary paperwork and pricing details for purchasing the vehicle.
Related:
Sample Letter to Return Used Car
