How to Write a Rent Collection Letter

It’s not easy being a landlord – they have to pay attention to so many things soon after they accept someone as a tenant. Many landlords will know how much of a headache it is to ask for unpaid rent. Unpaid rent is probably one of the biggest issues that landlords have to face and probably the most common factor that makes landlords so angry. Many landlords have the same complaint that their tenants are not only one month late in paying the rent but many of them have made it into a regular habit.

A landlord should realize that he/she cannot and should not just ask for the rent every month. There are set procedures, rules and regulations, and landlords can use them to their advantage. This is also why most landlords will tell you to write a letter to collect the rent. Everything you do after that is acceptable -- whether it is to call them about the rent or go see them personally. As long as you have the proof of writing them a letter that specifically asks them or rather requests them to pay up the due rent, it is acceptable to see them or call them. How do you write this letter—well it is very simple. You begin with your address and if have a rental business, you should write the letter on your company letterhead. Your address should have each and every piece of information that you can provide. This is so that when and if any legal issues arise, they know that you have completely followed the protocol. Once you have written your address, write the address of the person you are dealing with, i.e. the renter who lives in your rental space.

You should date the letter accurately and then you should outline and write the subject of the letter. Since you have already established the intent of your letter, you will write down the subject of the letter, which is to collect the rent. Now that you have laid the basis of the letter, you need to start thinking about the body of the letter. The letter should not be more than three paragraphs and three paragraphs are more than enough for a property owner to make their point about rent collection. The first paragraph will state that you are writing to inform the tenant that the rent is due and is unpaid. Any previous rent, that it due, should also be mentioned. If the tenant has mentioned to you why they could not pay before, mention that as well. State how late their rent is and how much they owe.

The second paragraph should state the agreement you made. You should mention all the terms that both parties decided and conditions linked to mandatory rent payments. You could also state what happens when it comes to rent payments that have gone unpaid. Most renters pay on the first of every month. Discuss how the renter has violated your term of the rent payment and that they should pay. The last paragraph should state the time limit until when you will accept the late payment; the landlord should state clear consequences if the tenant fails to make the payment. Mention that you will take appropriate action and they should follow the protocol and pay so that they do not break their lease agreement. In the end, simply sign and send.
Posted on Feb 20, 2013


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