A “Sample Letter To Terminate Tenant At End Of Term” is a notice. Landlords use it. It tells a tenant their lease won’t be renewed. This usually happens when the lease is ending. Maybe the landlord wants to use the property themselves. Or, they might want to rent to someone else.
Writing this letter can be tricky. You want to be clear and professional. You also need to follow the law. Don’t worry, we can help!
We’re sharing letter templates. These are examples you can use. They will make writing your letter easier. Use our samples to get started today!
Sample Letter To Terminate Tenant At End Of Term
[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]
[Tenant’s Name]
[Tenant’s Address]
[City, State, Zip Code]
**Subject: Notice of Non-Renewal of Lease Agreement**
Dear [Tenant’s Name],
This letter serves as formal notification that I 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].
As per the terms outlined in our lease agreement, this letter constitutes the [Number] days’ written notice required to terminate the tenancy at the end of the current term.
You are required to vacate the premises on or before [Date of Lease Expiration]. Please ensure that the property is left in a clean and undamaged condition, as outlined in the lease agreement. A final inspection will be conducted shortly after you vacate the premises to assess any damages beyond normal wear and tear.
Please leave the keys at [Location for Key Drop-Off] after you have vacated.
We will process your security deposit refund in accordance with the terms of the lease agreement and applicable state laws. You will receive an itemized list of any deductions, if applicable, along with the remaining balance, within [Number] days of your departure.
Please confirm receipt of this notice and your intentions to vacate the property by the date specified.
Thank you for your tenancy. We wish you success in your future endeavors.
Sincerely,
[Your Name]
[Your Title, if applicable]
How to Write Letter To Terminate Tenant At End of Term
Subject Line: Clarity is Paramount
- Start with a concise and unambiguous subject line. Something like “Notice of Non-Renewal of Lease at [Property Address]” is crystal clear.
- Avoid ambiguity; the tenant should immediately understand the letter’s purpose.
- Including the specific date the lease concludes can be a prudent addition.
Salutation: A Modicum of Formality
- Address the tenant(s) by name. “Dear Mr./Ms. [Tenant’s Last Name]” maintains a professional distance.
- If unsure of the tenant’s name, or if multiple tenants reside at the property, “Dear Tenants” is acceptable, albeit less personal.
- Abstain from overly familiar greetings; this is a formal notification.
Body Paragraph 1: The Overture – State Your Intent
- Clearly state your intention not to renew the lease agreement. For instance: “This letter serves as formal notification that I/we will not be renewing the lease agreement for the property located at [Property Address] upon its expiration.”
- Reference the date of the current lease agreement. This provides context and eliminates potential confusion regarding which tenancy is being terminated.
- Avoid hedging; be direct and unequivocal in your declaration.
Body Paragraph 2: Specifying the Departure Date – Precision is Key
- Explicitly state the date by which the tenant must vacate the premises. “You are required to vacate the property on or before [Date].”
- This date should align precisely with the lease’s expiration and comply with any local regulations regarding notice periods.
- Reiterate the property address to leave no room for misinterpretation.
Body Paragraph 3: Stipulations and Expectations – Ground Rules
- Outline expectations regarding the condition of the property upon vacating. Reference the lease agreement’s stipulations on cleaning and repairs.
- Mention the procedure for returning the keys and conducting a final walk-through.
- Briefly touch upon the return of the security deposit, referencing the relevant state laws or lease provisions regarding deductions.
Closing: Cordial, Yet Firm
- Maintain a polite but professional tone. “Sincerely” or “Respectfully” are appropriate closings.
- Sign the letter with your name and title (e.g., Landlord, Property Manager).
- Include your contact information (phone number and email address) for any necessary follow-up.
Postscript: Prudence Dictates Record-Keeping
- Retain a copy of the letter for your records.
- Send the letter via certified mail with return receipt requested. This provides proof of delivery.
- Consider also sending the letter via regular mail and email to ensure the tenant receives the notification through multiple channels.
Frequently Asked Questions: Terminating a Tenancy at the End of Term
Terminating a lease agreement at the end of its term requires careful adherence to legal and contractual obligations. This FAQ provides answers to common questions regarding the process of sending a termination letter to a tenant.
What is a notice to terminate a tenancy?
A notice to terminate a tenancy is a formal written notification from the landlord to the tenant (or vice versa) that the lease agreement will not be renewed and that the tenant must vacate the property by a specified date.
When should I send the termination letter?
The termination letter should be sent as per the timeframe stipulated in the lease agreement. If the lease is silent on the matter, providing at least 30 to 60 days’ notice is generally considered reasonable, though local laws may dictate specific requirements.
What information should be included in the termination letter?
The letter should include the date, tenant’s name, property address, a clear statement of intent to terminate the lease, the date the tenant must vacate, and any instructions regarding the return of the security deposit and condition of the property.
Can I terminate a lease early with this type of letter?
No, this type of letter is specifically for ending a lease at the *end* of its defined term. Terminating a lease early typically requires a different type of notice and may involve penalties or legal repercussions.
What if the tenant doesn’t move out after receiving the termination letter?
If the tenant remains on the property after the termination date, you may need to initiate eviction proceedings according to local laws and regulations. Consulting with a legal professional is recommended in such situations.