Letter to leasing office not renewing lease

At the end of a lease agreement, you or your renter could decide not to renew the agreement. This goes for both long-term leases and month-to-month agreements. Whichever party decides not to renew typically must provide a letter letting the other party know of their decision to move on. Here’s everything you, as a landlord, need to know about the apartment lease non-renewal letter.

What is a not-renewing-lease letter?

A not-renewing lease letter is an official written statement from a landlord or renter that informs the other party that they will not be renewing their lease agreement in any shape or form. You may also hear this letter referred to as a non-renewal of lease letter to tenant, a notice/intent to vacate, or a lease termination letter.

Either a landlord or a renter can provide the other party with a notice during the lease renewal period laid out in the agreement. While this timeline may vary by state, it’s common for this period to be the last 30, 60, or 90 days of a lease agreement.

Be sure to understand your state’s laws on lease renewal periods and notices because if you provide a nonrenewal notice too late, you may need to start that process all over again to be compliant. In addition, some states may not require landlords to give a notice.

Reasons to not renew a renter’s lease

Here are some common reasons you might not renew a renter’s lease:

• You want to rent to another person
• You’re selling the property or no longer accepting renters
• They regularly pay rent late
• They’ve caused damage to the property
• They exhibited behavior you didn’t allow in the unit

How to write an apartment lease non-renewal letter

In many states and municipalities, you, as a landlord, must provide an adequate and complete notice of non-renewal within a certain timeframe, such as 30 or 60 days. You should include the following information in a lease nonrenewal letter:

• Date of the letter
• Renter’s name as it appears on the lease agreement
• Rental unit address
• Final day of their current lease agreement/when they must vacate the unit
• Security deposit policy and amount
• Reason for not renewing (which is typically optional)
• Your name and contact information

If you want to make sure the renter abides by this lease termination process, consider also asking that the renter sign and date it and send it back to you for filing purposes.

You can find many legal document sites that have a sample of a non-renewal of lease letter for you to follow, or you can use a template where you just fill in renter- and property-specific information to an already professional letter. Try this not-renewing-lease letter sample to help you get started:

[Your name]
[Your contact information]

[Date of the letter]

[Renter’s name]
[Renter’s contact information]
[Rental unit address]

Dear [Renter’s name]

This letter is to inform I/we will not be renewing your lease agreement for [rental unit’s address]. [OPTIONAL: reason for not renewing]. Per [the terms of the rental agreement/{state name}’s laws], this letter will serve as your [#] days’ notice of non-renewal.

Your lease agreement ends on [date], and you must vacate the premises and return all keys by this date. [Information about walk-through/inspection, showings of the rental, the security deposit less fees policy, etc.]

Please do not hesitate to reach out if you have any questions or concerns during the process. You can reach me/us at [your contact information].

Sincerely,
[Your name]

What to do if a renter decides not to renew

Sometimes, a renter doesn’t want to renew because they’re moving to a new city or state, they have a big life event that’s changing their living situation, or they’re not happy with the property. Whatever the case, here’s what you can do when a renter provides you with a lease non-renewal letter to landlord.

Check that the renter Is abiding by the agreement terms

Review the lease to determine if the notice is within the timeline based on the agreement. If your lease agreement doesn’t contain that language, consult your state’s or city’s laws on official notice periods. Should they not be within that timeframe, consider working out a compromise with them or convert the lease to a month-to-month agreement once it’s up for the renter to submit a new non-renewal letter, which typically calls for a 30-day notice. This is a common clause in leases.

Request a letter to not renew lease from the tenant

A renter may tell you in person that they’re planning not to renew their lease, but they need to submit a written statement to not renew, which is a provable document that can prevent you or the renter from facing legal action against them. If they tell you in person, ask them during that conversation or via phone or email for a formal not-renewing lease letter so you can officially get the termination process started.

Have the renter sign and return your non-renewal lease letter

You can also send a formal nonrenewal lease letter to the renter after they’ve informed you in person that they’re not renewing. Then, file it away for safekeeping in case there’s ever a problem or miscommunication with a renter during or after the lease termination process.

Be open to renters’ questions during the lease termination process

Allow renters to contact you with questions regarding their security deposit, renter responsibilities for damage, prospective renter showings, mail forwarding, and other special circumstances. By doing so, you can better ensure your renter is as well-informed and prepared as possible, which can make the process smoother and more efficient. It also helps you maintain a positive reputation as a landlord.

Screen prospective renters as soon as possible

Put your listing back up to attract applications, and review applicants’ rental histories, income status, and more to determine if they’re the best renter for the property. Use Zumper’s renter screening tool to set your ideal renter qualifications and get matched to prospective renters who match.

A lease non-renewal letter is a vital step for both landlords and renters due to month-to-month agreement clauses, financial penalties, and local renting regulations on notices built into long-term leases. Writing or requesting this letter can help you avoid possible legal action and prepare you in advance for finding a new renter.

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