A “Sample Letter To Tenant Time To Renew The Lease” is a notice. Landlords use it. They send it to tenants. It reminds them about their lease end date. It asks if they want to renew. Landlords write this letter before the lease expires.
Need to write such a letter? Don’t worry! We have you covered. We will share letter templates. These are easy to use. You can adapt them to your needs.
Our samples will help you. They make writing easy. You’ll find the perfect letter here. Let’s get started!
Sample Letter To Tenant Time To Renew The Lease
[Your Name]
[Your Address]
[City, State, Zip Code]
[Date]
[Tenant’s Name]
[Tenant’s Address]
[City, State, Zip Code]
**Subject: Lease Renewal Notice**
Dear [Tenant’s Name],
This letter is to remind you that your current lease agreement for the property located at [Property Address] will expire on [Date of Lease Expiration].
We value you as a tenant and would like to offer you the opportunity to renew your lease for another term.
We are offering the following lease renewal options:
* **Option 1:** [Number] Month Lease at [Monthly Rent Amount] per month.
* **Option 2:** [Number] Month Lease at [Monthly Rent Amount] per month.
The new lease terms will otherwise be the same as your current lease, unless otherwise specified.
Please let us know your decision regarding lease renewal by [Date – Allow reasonable time, e.g., 30 days]. You can contact us by phone at [Your Phone Number] or by email at [Your Email Address].
If we do not hear from you 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 for the property.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name/Property Management Company Name]
How to Write Letter To Tenant Time To Renew The Lease
Subject Line: Grab Their Attention Right Away
- Evade generic phrases like “Lease Renewal.”
- Instead, try: “Lease Renewal Opportunity: Your Home at [Address]” or “Important: Your Lease at [Address] Nears Expiration.”
- A dash of urgency, but avoid being overly importunate.
Salutation: Personalize the Greeting
- Steer clear of “To Whom It May Concern.” It’s impersonal.
- Use “Dear [Tenant’s Name],” if you know them well.
- If unsure, “Dear [Tenant’s Last Name]” is a safe bet.
- Maintain a cordial, yet professional, demeanor.
First Paragraph: State the Obvious, Graciously
- Clearly state the lease is approaching its denouement.
- Mention the exact expiry date. Precision is paramount.
- Affirm your intent to offer a renewal.
- Example: “This letter serves as notification that your current lease agreement for the property at [Address] will expire on [Date]. We are pleased to offer you the opportunity to renew.”
Second Paragraph: Outline Renewal Options and Stipulations
- Present the new lease terms explicitly.
- Specify the proposed monthly rent, lease duration (e.g., 12 months), and any changes to clauses.
- Be transparent about conceivable rent escalations.
- Example: “We are offering a [12]-month renewal term with a monthly rent of [Amount]. Please note [mention any changes]. “
Third Paragraph: Incentives and Encouragement
- Extol any property improvements or amenities upgrades.
- Highlight the property’s locational advantages.
- Consider offering a minor incentive, such as a waived application fee for renewal.
- Subtly remind them of the benefits of remaining – stability, familiarity, etc.
Call to Action: Make It Easy for Them
- Provide a definitive deadline for their decision. Don’t leave them in limbo.
- Explain how they can indicate their acceptance or declination.
- Include contact information for questions or clarifications.
- A simple sentence like: “Kindly inform us of your decision by [Date]. You can reach us at [Phone Number] or [Email Address].” suffices.
Closing: End on a Positive Note
- Use a professional closing: “Sincerely,” or “Best regards,”.
- Follow with your name and title.
- Express your appreciation for their tenancy.
- Example: “Sincerely, [Your Name], [Your Title]. Thank you for being a valued tenant.”
Frequently Asked Questions: Lease Renewal Letters
This section addresses common inquiries regarding lease renewal letters sent to tenants. Understanding the proper procedures and legal considerations is vital for landlords to ensure a smooth renewal process.
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 current lease expires. This provides tenants with ample time to consider their options and respond.
What information should be included in a lease renewal letter?
A lease renewal letter should include the property address, lease expiration date, proposed new lease terms (including rent), a deadline for response, and instructions for accepting or declining the renewal offer.
Can I increase the rent in the lease renewal letter?
Yes, you can typically increase the rent. However, ensure the increase complies with local rent control laws and is clearly stated in the renewal letter.
What happens if the tenant does not respond to the lease renewal letter?
If the tenant does not respond by the deadline, it is generally interpreted as a decision not to renew the lease. You can then proceed with finding a new tenant.
Is a lease renewal letter legally binding?
The lease renewal letter itself is not legally binding. However, once the tenant accepts the renewal offer and signs a new lease agreement, that new lease becomes legally binding.