A “Sample Letter To Tell Tenants Not Renewing Lease” is a notice. Landlords use it. It informs tenants their lease won’t be renewed. This often happens when the landlord wants to change the property’s use. It can also occur if there are issues with the tenant.
Need to write such a letter? You’re in the right place. We’ve got you covered. We will share templates and samples.
Our goal is simple. We want to make your life easier. Use our samples as a guide. Writing your letter will be a breeze.
Sample Letter To Tell Tenants Not Renewing Lease
[Your Name/Company Name]
[Your Address]
[City, State, Zip Code]
[Date]
[Tenant Name]
[Tenant Address]
[City, State, Zip Code]
**Subject: Non-Renewal of Lease Agreement**
Dear [Tenant 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 is scheduled to expire on [Date of Lease Expiration].
We appreciate your tenancy over the past [Number] years/months.
Please ensure that you vacate the property on or before [Date of Lease Expiration], in accordance with the terms of your lease agreement. We also request that you leave the property in a clean and good condition, as outlined in your lease.
We will be in touch soon to schedule a move-out inspection. Please feel free to contact us at [Your Phone Number] or [Your Email Address] if you have any questions.
Sincerely,
[Your Name/Company Name]
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How to Write Letter To Tell Tenants Not Renewing Lease
Subject Line: Clarity is Key
- Be upfront. A subject line like “Non-Renewal of Lease at [Address]” is unequivocal.
- Avoid ambiguity. Steer clear of vague phrases that might cause trepidation or misinterpretation.
- Keep it succinct. Brevity ensures the recipient immediately understands the letter’s import.
Salutation: A Touch of Professionalism
- Address all tenants named on the lease. For example, “Dear Mr. and Mrs. Smith.”
- If unsure of names, “Dear Tenants” is acceptable, though less personalized.
- Maintain a respectful tone. Even in non-renewal, civility is paramount.
Opening Paragraph: Laying the Groundwork
- Immediately state the purpose. “This letter serves as formal notification that we will not be renewing your lease agreement for the property located at [Address].”
- Reference the lease agreement. Mention the original lease date for clarity.
- Avoid hedging. Be direct and avoid language that could suggest reconsideration.
Body Paragraph(s): Providing Context (If Necessary)
- Disclose reasons sparingly. Unless legally mandated or previously discussed, detailed explanations are often unnecessary and can complicate matters.
- If providing a reason, keep it concise and professional. For example, “The property is slated for renovations.”
- Refrain from accusatory or disparaging remarks. Focus on the impending expiration of the lease, not tenant behavior.
Move-Out Instructions: Setting Expectations
- Reiterate the move-out date. “Your lease expires on [Date], and the premises must be vacated by this date.”
- Outline expectations for the property’s condition. Reference the lease’s stipulations regarding cleanliness and repairs.
- Mention the procedure for returning keys. Specify where and when keys should be relinquished.
Security Deposit: Addressing the Fiscal Aspect
- Explain the security deposit return process. Detail how and when the deposit will be remitted, contingent upon property inspection and deductions.
- Reference applicable state laws. Ensure compliance with regulations regarding security deposit returns.
- Provide a forwarding address request. Ask the tenant to furnish a forwarding address for the deposit refund.
Closing: Maintaining Decorum
- Express a modicum of gratitude (optional). “We appreciate your tenancy at [Address].”
- Offer contact information for inquiries. “Please contact [Name] at [Phone Number] or [Email Address] with any questions.”
- Close with a professional valediction. “Sincerely” or “Respectfully” are suitable options.
- Include your name and title. This authenticates the letter’s provenance.
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Frequently Asked Questions: Non-Renewal of Lease Notices
This section addresses common questions regarding the process of informing tenants about the non-renewal of their lease agreements.
Understanding these guidelines helps ensure a smooth and legally compliant transition for both landlords and tenants.
What is a lease non-renewal notice?
A lease non-renewal notice is a formal written notification from a landlord to a tenant, or vice versa, indicating that the lease agreement will not be extended beyond its current expiration date.
When should I send a non-renewal notice?
The timing for sending a non-renewal notice is typically dictated by the lease agreement itself or by local laws. Generally, it should be sent 30-60 days before the lease expiration.
What information should be included in a non-renewal notice?
A non-renewal notice should include the date of the notice, the tenant’s name, the property address, the lease expiration date, a clear statement that the lease will not be renewed, and your (or your company’s) contact information.
Do I need a reason to not renew a lease?
In most cases, you are not legally required to provide a reason for not renewing a lease, unless the lease specifies otherwise or local laws restrict non-renewal based on discriminatory factors.
What happens if the tenant doesn’t leave after the lease expires?
If a tenant remains on the property after the lease expires and a non-renewal notice has been properly served, you may need to pursue eviction proceedings according to local laws.