Is your tenant’s lease about to end? It might be time to send a lease renewal letter. This letter tells your tenant about their option to extend their lease. Landlords use this letter to start the renewal process smoothly. It opens the door for continued tenancy.
Writing a lease renewal letter can feel daunting. You might wonder what to include. Maybe you are unsure how to word it. We understand this can be tricky.
Don’t worry, we have you covered! In this article, we share useful templates. These examples make writing your renewal letter easy. Use our samples to create the perfect letter for your tenants.
Sample Letter To Tenant Time To Renew The Lease
[Your Name/Company Name]
[Your Address]
[City, State, Zip Code]
[Date]
[Tenant’s Name]
[Tenant’s Address]
[City, State, Zip Code]
Subject: Lease Renewal
Dear [Tenant’s Name],
This letter is to discuss the renewal of your lease agreement for the property located at [Property Address]. Your current lease is scheduled to expire on [Date of Lease Expiration].
We have been pleased to have you as a tenant and would like to offer you the opportunity to renew your lease.
The terms of the new lease would be as follows:
Lease Term: [Length of New Lease Term, e.g., 12 months]
Monthly Rent: [Amount of Monthly Rent]
Other Terms: [Any changes to the original lease terms, if applicable. Otherwise, state “All other terms and conditions of the original lease agreement will remain in effect.”]
If you are interested in renewing your lease under these terms, please sign and return a copy of this letter to us by [Date to Respond By]. We will then prepare the new lease agreement for your signature.
If we do not receive a response by the specified date, we will assume that you do not wish to renew your lease, and we will begin the process of finding a new tenant.
Please feel free to contact us at [Your Phone Number] or [Your Email Address] if you have any questions or would like to discuss this further.
Thank you for your time and consideration.
Sincerely,
[Your Name/Company Name]
How to Write Sample Letter To Tenant Time To Renew The Lease
Subject Line: The Hook
- Be explicit: “Lease Renewal Offer for [Property Address]” works wonders.
- Inject urgency: Consider adding “Time Sensitive” to galvanize attention.
- Personalize: Include the tenant’s name if space permits for a warmer touch.
Salutation: Establish Rapport
- Avoid generic greetings; opt for “Dear [Tenant’s Name]”.
- If unsure, “Dear Resident(s)” is a palatable alternative.
- Maintain a courteous tone; initial impressions are paramount.
Body Paragraph 1: The Overture
- Acknowledge the lease’s impending expiration date without being alarmist.
- Express appreciation for their tenancy; a little gratitude goes a long way.
- Casually mention the intent to offer a lease renewal option.
Body Paragraph 2: The Proposition
- Clearly state the proposed renewal terms: duration, rental rate, and any modifications.
- Itemize any changes to the lease agreement in a concise manner.
- Highlight any improvements or upgrades planned for the property; add value.
Body Paragraph 3: The Call to Action
- Specify the deadline for the tenant to respond to the renewal offer.
- Provide clear instructions on how to accept or decline the offer (email, phone, in person).
- Allude to the consequences of inaction; gently remind them of the lease’s expiration.
Closing: Parting Words
- Use a professional closing: “Sincerely” or “Best Regards” are always appropriate.
- Include your full name and contact information for easy communication.
- Reiterate your willingness to address any questions or concerns.
Attachments: The Supporting Documents
- Include a copy of the proposed lease renewal agreement for their perusal.
- Attach any relevant addenda or disclosures pertaining to the property or lease.
- Consider adding a move-out checklist as a proactive measure, should they decline renewal.
Frequently Asked Questions: Lease Renewal Letters
This section addresses common inquiries regarding lease renewal letters sent to tenants. It provides information to help landlords and tenants understand the process and legal aspects of lease renewals.
When should I send a lease renewal letter to my tenant?
It is generally recommended to send a lease renewal letter 60-90 days before the lease expiration date. This provides the tenant with sufficient time to consider their options and respond accordingly.
What information should be included in a lease renewal letter?
A lease renewal letter should include the current lease expiration date, the proposed new lease term, the new rental rate (if applicable), any changes to the lease terms, and a clear deadline for the tenant’s response.
Is a landlord obligated to renew a tenant’s lease?
Unless otherwise stipulated in the original lease agreement, a landlord is generally not obligated to renew a tenant’s lease. However, landlords must comply with fair housing laws and cannot discriminate against tenants based on protected characteristics.
What if the tenant does not respond to the lease renewal letter?
If the tenant does not respond by the specified deadline, the landlord can assume that the tenant does not wish to renew the lease. The landlord can then begin the process of finding a new tenant.
Can a landlord increase the rent upon lease renewal?
Yes, a landlord can typically increase the rent upon lease renewal, provided that proper notice is given and the increase complies with any applicable rent control laws or regulations. The new rental rate should be clearly stated in the lease renewal letter.
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