How to Write a New Landlord Introduction Letter

How To Write A New Landlord Introduction Letter

A new landlord introduction letter is a formal letter that can be written on paper and mailed or can be sent electronically. It isn’t really difficult to write a new landlord introduction letter in terms of correspondence or communication but it is important to convey the right message by having all the right blends.

When to Write an Introduction Letter

The new landlord introduction letter serves as the first correspondence and thus is the beginning of a new relationship. It should start on goodwill and both the existing tenant and the new landlord must have a positive vibe about the whole transition. Also, a new landlord introduction letter is actually an attempt to convey the new rules or reiteration of existing rules and change of any policies or the manner in which the new management would go about the business.

Use a Formal Presentation

Thus, at the very outset, a new landlord introduction letter is just another formal letter with the usual left side format. Second, the letter should not just have a dull subject like Change of Ownership, New Landlord Introduction or something similar but a warm message or greeting. The tenant should be simply made aware of the change in ownership and should be assured that crucial elements of their tenancy and existing terms of agreements would be honored. There may be some minor changes or alterations to the modus operandi but it is necessary to disclose them one at a time and gently so a tenant doesn’t start to panic.

How to Address the Letter

The letter should be addressed to the tenant whose name is on the agreement at the address of the rental property. The body of the letter should start with a detailed introduction. The name of the landlord or the company, business address or principal location, contact details including phone numbers and email addresses must all be provided. Along with that, the transition must be explained or at least the dates must be provided.

Acknowledge the Agreement

The second paragraph of the body of the new landlord introduction letter must assure the tenant that nothing has changed and that the security deposit has been transferred to the new landlord, the last payment has been paid and has been acknowledged and that the terms of the agreement would all remain the same.

Thereon, the letter must ask for the tenant’s contact details. A form may be used in the enclosure or as an attachment to allow the tenant to provide all details. Eventually, any new policy or change in existing policy must be communicated, such as change in inspection schedule or the manner in which maintenance requests are made.

Finally, the letter should invite a response from the tenant where a tenant can open up asking for clarifications, if any.
Posted on Feb 03, 2014


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