If you’re a tenant and have decided that it’s time for you to move out of your current apartment, it can be hard to know what to do next, especially if you have a cosy relationship with your landlord.
You may need to find someone new to rent the space, but how do you tell your landlord about your plans? You can try reaching out via phone or email, but writing a formal lease termination letter might be helpful if this isn’t feasible for whatever reason.
Read on for our guide on how best to write one so that when the next tenant moves in, they’ll know exactly where their new home will be.
What is a Lease Termination Letter?
A lease termination letter is a formal letter you write to terminate your lease, usually when moving out of a rented property. It can be sent by post or email and should include the Date and address of the property so that it reaches its intended recipient.
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When Could you be Asked to Write a Lease Termination Letter?
At what point could you be asked to write a lease termination letter? You’ll find be asked to get a termination letter;
- When you are ending a lease. If you’re moving out of an apartment or house, this is the time to write a lease termination letter.
- When you move into another unit in the same building but with a different management company.
- When your business has been sold and is being shut down by its new owner.
- When leaving rental property that is owned by someone else (e.g., Airbnb)
See also: How to Write a Letter of Intent | Full Samples |PDF
In the following cases, you could be asked to share your lease termination letter;
- When you are being asked to leave your apartment or house.
- When you are asked to leave a job.
- When you are asked to leave school.
- There’s no hope for the relationship, and it’s better for both parties if they part ways now than later (i.e., one person is getting married, and another has kids).
What Should a Lease Termination Letter Include?
Usually, a lease termination letter should include the following:
- The Date of the letter: This is important because it lets your landlord know when you will be moving out, which means he or she will have time to find a new tenant for your unit before you leave.
- The name of the landlord: The name of the landlord should be on the termination who may be interested in renting out their house again after you’re gone. If not—and if they don’t respond immediately after receiving this form—you can also include a phone number where they can reach out to learn more about what makes them better suited than others as potential tenants (such as whether or not they have pets).
- Your name and address: The termination letter should carry your name so that there’s no confusion about who owns what property when looking at other properties listed online.
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What Should be Left out of a Lease Termination Letter?
You should not include personal information when writing a lease termination letter. It’s best to keep the tone of your letter professional and business-like.
The lease termination letter should be concise but also ensure fair notice under the circumstances. So if you’re asking for a full refund at this point, it may not be appropriate to include any details about your last month’s rent or how much money is owed by others living in their apartment building.
You also shouldn’t mention anything about the landlord or property itself—this could make them think they’re responsible for something when they aren’t!
In addition, don’t disclose any information about other tenants living there. If other people are living near your own situation (such as upstairs neighbours), then these people could become upset too if they feel like someone broke their privacy by sharing such information with others without permission first.”
What Format to use for a Lease Termination Letter?
If you are writing a lease termination letter and not sure of the proper Format to use, you can use a standard business letter format.
The main difference between the two is that a lease termination letter it’s much more personal and emotional than other types of correspondence.
See also: How to Send a Letter Internationally| Simple Step-by-Step Guide
Step-by-Step Guide to Write a Lease Termination Letter
A lease termination letter is a formal document that expresses the reason for ending your lease agreement. It’s important to learn how to write a proper lease termination letter. Here are some tips on how you can use this guide and make sure your next one is perfect:
There are a few things to keep in mind when writing a lease termination letter. First, the letter should be written in a formal business style and addressed to the landlord or property manager.
Second, the reason for terminating the lease should be stated clearly and concisely.
Third, the Date of termination should be included, as well as any other pertinent information such as forwarding address. Finally, the letter should be signed by both parties.
By following these simple tips, you can write a lease termination letter that will help make your move-out process go smoothly:
1. Consider adding the cause for termination (if relevant) or particular move-out instructions to the letter to make it more personal.
2. Your written notification should be concise and kind. The place to resolve old disputes with your renter is not in your note. This letter’s sole function is to inform your tenant of their lease expiration date and keep a record of your written notice.
3. A copy of the letter terminating the lease should be kept for your records. All landlords should keep a copy of this rental agreement on hand, just in case.
4. In your letter, don’t forget to add the date. According to state law and the lease terms between you and your renter, the data demonstrates that you have complied with the notice requirement.
5. To ensure that you have a place to return the security deposit to your tenant, be sure to ask for their forwarding address (if applicable).
6. After the final walk-through, if your renter hasn’t gotten back to you, give them a call or send them an email as a kind reminder.
Also Read: How to Write a Dispute Letter Templates | Full Guide
How to Write Lease Termination Letter- Sample One
Here below is a typical sample of what a lease termination letter should look like;
[Jon Snow]
[30th September]
[Smith Raleigh]
Re: Notice of Intent to Vacate My Apartment
Dear [Landlord],
I wish to formally announce via this letter my plan to leave my residence on [Date], the Date my present lease expires. I’m doing this because [include an explanation if you’d like, like a significant rise in rent].
Please recall that I made a security deposit of $______ on [date]. I expect to receive that deposit refunded in full since the apartment is in good condition.
Very truly yours,
[Your name]
Request for Security Deposit: Sample Letter to Landlord
[Jon Snow]
[30th September]
[Smith Raleigh]
Re: Request for Security Deposit
Dear [Landlord],
Please send my security deposit and accumulated interest to my new address, [new address], following [applicable state legislation].
As required by law, I trust you intend to repay my security deposit in full, together with any accrued interest. You must give me an itemized statement of all expenditures if you believe you are entitled to keep any money from the deposit.
This letter serves as written notice of my determination to pursue my claims to the complete deposit if you try to keep any sum of my deposit without good cause.
Very best wishes,
[Your name]
How to Write Lease Termination Letter From Landlord- Sample Two
Frequently Asked Questions
If there are any issues with the terms of your rental, then it’s time to send out a formal notice that informs them of their right to terminate their agreement early by giving them 30 days’ notice (or 120 days if they’ve been renting from you for more than two years).
You can also break up contracts into multiple parts so that each party has an opportunity to either renew or end them on different dates; however, don’t forget about those pesky clauses in contracts that allow landlords or property managers too much latitude when making decisions about whether or not they’ll accept new renters.
First off, keep things simple—don’t forget what matters most here: why am I leaving!? Include information about how long tenants have been living at this address/property type (you may want references) and what kind(s) of pets do They Have This Year?”
Yes, a lease can be terminated without notice if the tenant violates the terms of the lease agreement. For example, if the tenant fails to pay rent or damages the property, the landlord can terminate the lease immediately. However, the tenant needs a 30 or 60-day notice before lease termination.
There’s no harm in having your lease termination letter reviewed by a lawyer before you submit it, but it’s not necessarily required. If you’re confident in your ability to draft a clear and concise letter, then you should be fine. However, if you have any concerns or questions, it’s always best to err on the side of caution and consult with an attorney.
After you receive notice of termination, you will have a certain amount of time to vacate the premises. This time frame is typically set by state law. Once you have vacated the premises, the landlord will then be able to re-rent the unit to another tenant.
It really depends on the situation. If you are close with your landlord and feel comfortable talking to them in person, then that might be the best option. However, if you don’t have a good relationship or you think they might react badly, it might be better to send the notice by mail.
Conclusion
We hope that this guide helps you to understand how lease termination letters work and what they should contain. It can be a complicated process, but it’s worth it when you know how to write one yourself.
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