Tips on Writing a Letter to a Tenant Not Renewing Lease

Over the course of 6 months or a year, owners, property management companies, and tenants all form a bit of a relationship.

With any relationship comes a sense of loyalty.

Deciding not to renew a lease with a tenant can bring about a sense of guilt or even betrayal from the landlord's perspective.

This is especially true if the tenant has been in the same property for several years.

The best way to write a letter to inform tenants that they are not having their lease renewed is to be professional about it.

Stick to the facts. Tell them why the decision has been made and how much time they have to prepare to move out based on local landlord/tenant law. Remember: renting a property is ultimately a business decision.

1. Include Any Specific Reasons for the Lease Termination

Sometimes a tenant is not having their lease renewed because they have failed to live up to their property care obligations over the course of a year.

Include noise complaints, safety issues, and other inspection or investigation issues that have made the tenant a less than attractive rental option.

2. Make Sure All Dates Are Clearly Stated

You will need to be very specific about the dates that the tenant must abide by with this letter.

By leaving room for latitude, there is a much greater chance that the tenant isn't going to move out of the premises at the time you want them to leave.

Most tenants who are not having their lease renewed will stay as long as they possibly can. Firm deadlines put the needed line into the sand.

3. Include a Check-Out List for the Tenant

Tenants who receive a set of expectations about how to leave the property in question are more likely to leave it in good shape.

Have a checklist of cleaning chores that need to be done, what the costs will be if you need to do the cleaning for them, and any other tenant-specific items that need to be accomplished [i.e. flea treatments, carpet deodorization, and so forth].

4. Always Follow-up the Letter with a Response

Even if you've hand-delivered the letter to a tenant, you will need to follow-up to make sure they have read the letter and understood its consequences.

The last thing you need is for a tenant to overstay their welcome and force you into the eviction process.

That's just going to cost you cash.

5. Consider Including a Reference Letter

If you've got a tenant that has been consistent and treated the property well, then do the tenant a favor and give them a reference letter with this non-renewal letter.

Documents in writing that confirm how good they are will be the best reference they can take to another rental property. It's never easy to end a business relationship, but when one door closes, another one is going to open.

Sometimes to grow wealth, you've got to say goodbye to some tenants at the end of their lease. The right letter, with these tips, can make that happen for you.

Posted on Dec 29, 2014


The Landlord Tenant Board: What it is and When it is Needed

Many times, there are issues between a landlord and a tenant that need to be resolved but are failed to do so, because both parties have gone too far with their actions, and have retaliated in the... More

How to Create a Residential Lease Agreement

Where there is a landlord, there will also be a tenant, and it is no surprise that these two parties can only work together once there is some sort of agreement, contract or a binding deal in place.... More

The Best Sites for Rental and Lease Agreement Templates

Many landlords find it difficult to write and draft a lease agreement. Since every State has its own general template, it can also be difficult to make sure your lease agreement meets all the criteria... More

Landlord Obligations: The Responsibilities of a Landlord

Becoming a landlord is a major deal and no one can simply get up and think, “well, yes I think I should be a landlord and rent out my flat.” If you are thinking that you would like to be a landlord,... More

The Best Landlord Associations for Landlords to Join

If you’re a landlord and want to manage your business in a better way, you should endeavor to get in touch with those industry experts who have the experience and the skills to help you do it. This is... More

The Best Landlord Forums

Landlords and aspiring landlords, do not become as such, without guidance and advice. There is a lot that goes into being a landlord nowadays; in fact, there is so much to learn that it often confuses... More

The Biggest Landlord Problems and How to Fix Them

Renting out an apartment or a house can become a constant revenue source for landlords, but at the same time, it gives rise to several problems. It is a fact that high standards, a strict lease... More

Landlord Tenant Disputes

If you are currently thinking of becoming a landlord only because it helps you have a constant stream of income, you should think twice. It’s not that you should not consider offering your property... More

Unpaid Rent

When you talk about the most common disputes arising between landlords and tenants, nonpayment of rent has to be there in the list. People rent their properties to earn money, and when a tenant... More

Section 8 Landlord Pros and Cons

If you have ever rented a living space and have had to move many times, you’d already know how difficult it is to find decent, affordable and secure living premises. A person has to deal with the same... More