A “Sample Letter To Terminate Contract With Property Manager” is just what it sounds like. It’s a pre-written template. You can use it to end your agreement with a property management company. Maybe they aren’t meeting your expectations. Perhaps you’ve decided to manage the property yourself.
Writing this letter doesn’t have to be hard. We know staring at a blank page can be daunting. That’s why we’re sharing some helpful examples.
Think of these samples as your starting point. Use them to craft the perfect letter for your situation. We’re here to make the process smooth and easy.
Sample Letter To Terminate Contract With Property Manager
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Property Management Company Name]
[Property Management Company Address]
Subject: Termination of Property Management Contract
Dear [Contact Person Name],
This letter serves as formal notification that I am terminating the property management contract currently in place for the property located at [Property Address]. The effective date of termination will be [Date].
As per the terms outlined in our agreement, specifically section [Section Number, if applicable], I am providing the required [Number] days’ notice.
I request that you provide a final accounting statement, including all income and expenses, up to the date of termination. Please also arrange for the transfer of all tenant leases, security deposits, property records, and any other relevant documentation to me at my address listed above.
Please confirm the procedures for the return of keys and any access codes related to the property. I would appreciate it if you could contact me at your earliest convenience to schedule a meeting to discuss these handover details.
I appreciate the services your company has provided over the past [Duration].
Sincerely,
[Your Name]
How to Write Sample Letter To Terminate Contract With Property Manager
1. Crafting a Pertinent Subject Line
The subject line should be pithy and unequivocally state your intention. It’s the first thing they see, so make it count.
- Use: “Contract Termination – [Your Property Address] – Account [Your Account Number]”
- Avoid ambiguity. Be direct to forestall any misinterpretations.
2. Salutation: Addressing the Correct Recipient
Ensure your salutation is formal and addresses the correct individual. Impersonal is professional.
- Use: “Dear [Property Manager’s Name],” or “Dear [Management Company Name],”
- If uncertain of the specific contact, a general salutation may suffice, but strive for specificity.
3. Introduction: Declaring Your Intention
The opening paragraph should explicitly declare your intent to terminate the contract. Don’t equivocate.
- State clearly: “This letter serves as formal notification that I am terminating the property management agreement for the property located at [Your Property Address], effective [Date].”
- Reference the original contract date for clarity and precision.
4. Body: Articulating the Rationale (Optional)
While not always necessary, briefly outlining the reasons for termination can be propitious. Keep it factual and devoid of emotional rhetoric.
- Example: “This decision is predicated upon [briefly state reason, e.g., unsatisfactory performance, change in investment strategy].”
- Avoid accusatory language. Maintain a professional demeanor, even if discontent exists.
5. Addressing Post-Termination Logistics
This section details the handover process, ensuring a seamless transition. Specify expectations clearly.
- Request a schedule for transferring all pertinent documents, keys, and funds.
- Include: “Please provide the final accounting statement within [Number] days of the termination date.”
- Indicate your preferred method for the return of security deposits held.
6. Reaffirming Adherence to Contractual Obligations
Acknowledge any stipulations within the contract regarding termination notice periods or fees. Demonstrate compliance.
- State: “I have reviewed the contract and am providing [Number] days’ notice as stipulated in section [Section Number].”
- If applicable, acknowledge any termination fees and indicate your willingness to remit them.
7. Closing: Expressing Gratitude and Contact Information
The closing should be courteous, reiterating your contact information for expedient communication.
- Use: “Sincerely,” or “Respectfully,”
- Include your full name, phone number, and email address.
- Offer a conciliatory tone, such as: “Thank you for your services during the term of our agreement. I wish you continued success.”
Frequently Asked Questions: Terminating a Property Management Contract
Terminating a contract with a property manager requires careful consideration. This FAQ section addresses common questions to guide you through the process.
What should be included in a contract termination letter?
The letter should include the property address, the effective termination date, a reference to the contract being terminated, and a clear statement of intent to terminate.
How much notice is typically required for termination?
The required notice period is specified in your property management contract. Review your contract to determine the exact number of days or months required.
What happens to tenant leases after termination?
Existing tenant leases remain in effect. Ensure a smooth transition of lease management to avoid disruptions for tenants.
How do I retrieve important documents and funds?
Your termination letter should request the return of all property-related documents and the transfer of any held funds to your account within a specified timeframe.
What if the property manager doesn’t agree with the termination?
If the property manager disputes the termination, consult with an attorney to understand your legal rights and options based on the contract terms.
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