Posted in Blog  
  on Mar 08, 2014

How to Write the Perfect Residential Lease Renewal Letter

A residential lease renewal letter can have multiple purposes. In simplicity, it is a notice from a landlord or property management company to a tenant that mentions whether or not the residential lease would be renewed. The letter in itself is not binding upon the tenant unless there are further discussions and written communications but it is the beginning of the process of residential lease renewal or otherwise.

A residential lease renewal letter has to adhere to the official letter format with due mention of the addressees, address of the tenant, subject of the letter and proper signage at the bottom. The date on which the letter is being issued and other appropriate details such as a property number or code, as may be applicable, must also be mentioned.

Main Segments of Content

It is the content that dictates how to write the perfect residential lease renewal letter.

State and Illustrate the Subject
The first paragraph of the letter must state the obvious subject and illustrate it. Thus, the letter should read that it is a notice for lease renewal. It must clearly state whether or not the landlord or property management company wishes to extend the lease in the process of renewal for the tenant. If the landlord doesn’t wish to renew the lease then it should be clearly mentioned. If the lease is being renewed then it should state the revised rent or increase in rent right away.

Outline Reasons for Renewal or Non-Renewal
The second paragraph must take on the reasons for non-renewal or the terms of renewal. If a renewal is being denied then the reasons must be well illustrated or they should be self explanatory. In most cases, the existing terms would apply at the time of renewal. But you can always mention new terms which would be included in the new agreement. It is worthwhile to mention the reasons of increase in rent (which in most cases is a general rule) and to explain in brief the new terms that may come into effect.

List Previous Problems
The third paragraph must highlight any problems that the landlord or property management company and the neighbourhood may have been experiencing with a particular tenant. Whether it is a dog problem or a tenant is too noisy, societal grievances or something specific, these issues must be highlighted and the tenant must be requested to avoid such occurrences in the future.

State the Time for Response
Finally, the letter should mention the time by which the tenant must respond in writing.


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