A “Sample Letter To Tenant Not Renewing Lease” is a heads-up. It tells a tenant their lease won’t be extended. Landlords use it before a lease ends. This avoids surprises. It’s needed when you want the tenant to move out after the lease term.
Writing such a letter can be tricky. We get it. Drafting a clear, professional notice takes time. You want to be fair but firm.
That’s why we’re here. We’ll share letter templates. These samples make things easier. You can quickly create the right notice. Simplify the process with our help.
Sample Letter To Tenant Not Renewing Lease
[Your Name/Company Name]
[Your Address]
[City, State, Zip Code]
[Date]
[Tenant’s Name]
[Tenant’s Address]
[City, State, Zip Code]
Dear [Tenant’s Name],
This letter acknowledges receipt of your notification that you will not be renewing your lease for the property located at [Property Address], which is currently set to expire on [Lease Expiration Date].
We understand your decision and wish you the best in your future endeavors.
As your lease end date approaches, please remember the following items outlined in your lease agreement:
Please ensure the property is thoroughly cleaned and left in good condition, as outlined in your lease agreement.
Schedule a pre-move-out inspection with us at least [Number] days prior to your move-out date so we can assess the property’s condition.
Return all keys to us no later than [Time] on [Lease Expiration Date].
We will conduct a final inspection of the property after you have moved out. Your security deposit, less any deductions for damages beyond normal wear and tear or any outstanding balances, will be returned to you within [Number] days, as required by law. Please provide us with your forwarding address so we can send your security deposit refund.
Thank you for being a tenant at [Property Address]. We hope you have enjoyed your time here.
Sincerely,
[Your Name/Company Name]
How to Write Sample Letter To Tenant Not Renewing Lease
Subject Line: Clarity is Paramount
- Be forthright: “Non-Renewal of Lease at [Property Address]”
- Avoid ambiguity; precision obviates confusion.
- Include the apartment number, if applicable, for absolute lucidity.
Salutation: Maintaining Civility
- Address the tenant(s) by name: “Dear [Tenant Name(s)],”
- If multiple tenants, ensure all are addressed to obviate affront.
- Even in non-renewal, maintain a cordial tone.
Body – Paragraph 1: The Unvarnished Truth
- State the obvious: “This letter serves as notification that the lease agreement for the property located at [Property Address] will not be renewed.”
- Explicitly mention the lease expiry date: “Your current lease will expire on [Date].”
- Conciseness is key; eschew prolixity.
Body – Paragraph 2: Elucidating the Rationale (Optional)
- While not mandatory, providing a succinct reason can defuse potential animosity.
- Examples: “The property is slated for renovation” or “We are pursuing alternative leasing strategies.”
- Avoid subjective or contentious reasons. Stick to objective facts.
Body – Paragraph 3: Recapitulating Expectations
- Remind tenants of their obligations upon vacating the premises.
- Detail expectations regarding property condition: “Please ensure the property is returned in a clean and habitable state, as per the original lease agreement.”
- Reiterate the procedure for returning keys and forwarding address provision.
Closing: A Graceful Adieu
- Express gratitude, if appropriate: “We appreciate your tenancy over the past [duration].”
- Offer assistance, if feasible: “Please do not hesitate to contact us if you have any queries regarding the move-out process.”
- End with a professional valediction: “Sincerely,” or “Regards,”
Signature: Authenticating the Message
- Include your name and title (e.g., “Property Manager”).
- Provide contact information (phone number and/or email address) for follow-up.
- A digital signature, if employed, lends an aura of officialdom.
Frequently Asked Questions: Non-Renewal of Lease
This section addresses common questions landlords have when sending a non-renewal notice to tenants.
Understanding the legal and practical aspects of this process can help ensure a smooth transition.
When should I send a non-renewal notice?
Refer to your lease agreement for the required notice period. Typically, 30-60 days’ notice before the lease expiration is standard.
What information should I include in the letter?
Include the tenant’s name, property address, lease expiration date, a clear statement of non-renewal, and move-out instructions.
Do I need to state a reason for not renewing?
Unless your local laws or lease agreement requires it, you are generally not obligated to provide a reason for non-renewal.
Can a tenant challenge the non-renewal?
Tenants can challenge the non-renewal if they believe it’s discriminatory or retaliatory. Ensure your actions comply with all applicable laws.
What if the tenant doesn’t move out by the expiration date?
If the tenant remains after the lease expires, you may need to initiate eviction proceedings according to your local laws.
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