A “Sample Letter To Terminate Contract With Letting Agent” is a document used to end your agreement with a property management company. Landlords or property owners write this letter. They use it when they want to switch agents or manage the property themselves.
Need to write such a letter? You’re in the right place. We know writing formal letters can be a headache.
That’s why we’re sharing templates and examples. These samples will make writing your termination letter easy. Use them as a guide to draft your own perfect letter.
Sample Letter To Terminate Contract With Letting Agent
**Sample Letter To Terminate Contract With Letting Agent**
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Letting Agent Company Name]
[Letting Agent Company Address]
**Subject: Termination of Letting Agent Contract**
Dear Sir/Madam,
This letter serves as formal notification that I am terminating our letting agent contract, effective [Date of Termination].
The property address covered by this termination is [Property Address].
Please confirm receipt of this letter and provide instructions for the return of all relevant documents and keys pertaining to the property.
I request a final statement of account, including any outstanding payments or fees, to be sent to my address at your earliest convenience.
Thank you for your services.
Sincerely,
[Your Name]
How to Write Letter To Terminate Contract With Letting Agent
1. Subject Line: Clarity is Paramount
The subject line is your initial communiqué. It should be direct and unambiguous.
- Use: “Termination of Letting Agent Agreement – [Your Property Address]”
- This ensures immediate recognition and prevents misallocation of your correspondence.
2. Salutation: Formality Retained
Maintain a professional demeanor, even when severing ties. A modicum of respect goes a long way.
- Use: “Dear [Letting Agent Name/Manager Name],” or “To Whom It May Concern,” if the specific contact is unknown.
- Avoid overly familiar greetings.
3. Introductory Paragraph: Declaration of Intent
Clearly state your intention to terminate the agreement in the opening paragraph. Be upfront and avoid circumlocution.
- “This letter serves as formal notification that I/we wish to terminate the Letting Agent Agreement for the property located at [Your Property Address], effective [Date].”
- Include the date the agreement should conclude. This should align with the notice period stipulated in your contract.
4. Body Paragraphs: Substantiate Your Position
Elaborate on the reasons for termination, if necessary. Refer to specific clauses within the contract if applicable. However, brevity is key; don’t belabor the point.
- “In accordance with clause [Clause Number] of the aforementioned agreement, I/we are providing [Number] days/months’ notice.”
- Optional: Briefly mention any issues that contributed to the decision, but remain professional and avoid accusatory language. For example: “While I appreciate your past services, recent challenges in [Specific Area, e.g., tenant management] have prompted this decision.”
5. Outstanding Matters: Address Loose Ends
Outline any pending issues that require resolution. This demonstrates diligence and prevents future complications.
- “Please provide a comprehensive statement of account, including all rental income received and any outstanding expenses, by [Date].”
- “Kindly confirm the procedure for the return of keys and any other relevant property documentation.”
- “Indicate the process for transferring the tenant deposit to [Your Name/New Agent Name].”
6. Gratitude (Optional): A Gesture of Goodwill
While not compulsory, a polite acknowledgment of past services can foster goodwill and maintain a cordial relationship.
- “I/We would like to express our appreciation for your services during the initial period of the agreement.” (Only include if genuine)
- This is particularly pertinent if the termination is amicable.
7. Closing: Courteous and Conclusive
End the letter with a professional closing and your contact information. Ensure you are readily available for any follow-up queries.
- Use: “Sincerely,” or “Yours sincerely,”
- Include your full name, address, phone number, and email address.
- “Please do not hesitate to contact me should you require any further clarification.”
Frequently Asked Questions: Terminating Your Contract with a Letting Agent
Terminating a contract with a letting agent requires careful consideration and adherence to the terms outlined in your agreement. This FAQ section provides answers to common queries regarding the process of contract termination.
1. What should be included in the termination letter?
The termination letter should include your name and address, the letting agent’s name and address, the property address, the date, a clear statement of your intention to terminate the contract, the effective termination date, and a reference to the specific clause in the contract that allows for termination.
2. How much notice am I required to give?
The required notice period will be stipulated in your contract. Common notice periods are between one and three months. Refer to your agreement for the exact duration.
3. What happens to tenant deposits when the contract is terminated?
The responsibility for the tenant deposit will typically transfer to you, the landlord, or to a new letting agent if one is appointed. Ensure a clear handover process is documented to avoid disputes.
4. What if the letting agent has found a tenant but the tenancy hasn’t started?
You may still be liable for fees associated with finding the tenant, as per your contract. Review the terms regarding tenant introduction fees in the event of contract termination before the tenancy commences.
5. Can I terminate the contract immediately?
Immediate termination is usually only possible if the letting agent is in breach of contract. Otherwise, you are generally bound by the notice period outlined in your agreement.