Vacate Apartment Letter: How To Draft It Right!
Use these sample intent to leave apartment letters as templates for your formal notification.
Last updated on August 27th, 2023
The Intent to Leave Apartment Letter, also known as the intent to vacate, is a standard letter that should always be written 30 days prior to moving from a rental. Oftentimes, the lease stipulates that a notice must be given before leaving. This allows a landlord time to find a new tenant and to avoid vacancy loss.
Big Hassle
While a big hassle, moving can be great, especially for apartment dwellers. In bigger cities, demand is high and so is competition. Apartment complexes will often have sales and will attempt to lure in new tenants.
These promotions can be gift cards, free rent or $99 move in specials. With deals like that, it is no wonder people want to jump ship and go somewhere great.
The letter should be delivered in the manor that the rent is paid. If the rent is dropped off to a local office, the letter should be too. If the rent is mailed to an address, make sure this letter is also. It is also acceptable to have the letter sent certified mail. This can ensure delivery and a confirmation should a legal struggle ensue.
Big Hassle
While a big hassle, moving can be great, especially for apartment dwellers. In bigger cities, demand is high and so is competition. Apartment complexes will often have sales and will attempt to lure in new tenants.
These promotions can be gift cards, free rent or $99 move in specials. With deals like that, it is no wonder people want to jump ship and go somewhere great.
The letter should be delivered in the manor that the rent is paid. If the rent is dropped off to a local office, the letter should be too. If the rent is mailed to an address, make sure this letter is also. It is also acceptable to have the letter sent certified mail. This can ensure delivery and a confirmation should a legal struggle ensue.
Different Circumstances
There are many different circumstances when a letter to vacate can be used. It doesn't always have to be at the end of a lease term.
Many times, people have to move for job transfers, family illness and other situations beyond their control. If breaking a lease, one should check the laws governing that state and vacancy loss.
Many landlords will tell clients that they will charge them for the remaining months that the unit sits empty. However, most states laws stipulate that a tenant cannot be charged more than one month of vacancy loss. This is a reasonable time frame to find a renter for the apartment.
There are many different circumstances when a letter to vacate can be used. It doesn't always have to be at the end of a lease term.
Many times, people have to move for job transfers, family illness and other situations beyond their control. If breaking a lease, one should check the laws governing that state and vacancy loss.
Many landlords will tell clients that they will charge them for the remaining months that the unit sits empty. However, most states laws stipulate that a tenant cannot be charged more than one month of vacancy loss. This is a reasonable time frame to find a renter for the apartment.
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Draft a Letter
To draft a letter of this nature is not difficult. First, make sure the date and address of the landlord are on the left side of the page. The date is very important when it comes to getting the deposit back, especially if the lease stipulates a time frame that must be given before leaving. Try to keep the tone of the letter friendly. Remember, this landlord will be on the rental history application for many years to come.
Leaving one apartment in the proper manner can dictate future rental opportunities. Make sure to state in the first couple of sentences that the intent is to vacate. Even if other issues will be addressed in the letter, make sure that leaving is the clear intent. Specify the exact date that the keys will be turned in.
Also, most leases ask for a forwarding address for the deposit. Be sure that somewhere in this letter this is also clarified. If there is a chance that you may stay, but are disgruntled over the terms of the new lease, or rental amount, talk to the landlord. They may be willing to adjust the rental rate versus loses a good tenant.
Here are sample intent to leave apartment letters. It is written of a typical lease ending scenario. It can be modified for personal use.
To draft a letter of this nature is not difficult. First, make sure the date and address of the landlord are on the left side of the page. The date is very important when it comes to getting the deposit back, especially if the lease stipulates a time frame that must be given before leaving. Try to keep the tone of the letter friendly. Remember, this landlord will be on the rental history application for many years to come.
Leaving one apartment in the proper manner can dictate future rental opportunities. Make sure to state in the first couple of sentences that the intent is to vacate. Even if other issues will be addressed in the letter, make sure that leaving is the clear intent. Specify the exact date that the keys will be turned in.
Also, most leases ask for a forwarding address for the deposit. Be sure that somewhere in this letter this is also clarified. If there is a chance that you may stay, but are disgruntled over the terms of the new lease, or rental amount, talk to the landlord. They may be willing to adjust the rental rate versus loses a good tenant.
Here are sample intent to leave apartment letters. It is written of a typical lease ending scenario. It can be modified for personal use.
Sample 1 - Intent to Leave Apartment Letter
Name of Tenant
Address of Tenant (this is the apartment being leased)
City,State,Zip Code
DATE
Name of Apartment Manager
Address of Apartment Manager
City,State,Zip Code
Dear Name of Apartment Manager,
Our lease is ending on DATE. We want to give you ample notice that we will be leaving our apartment and not renewing another lease with APARTMENT NAME. While we have enjoyed our stay at the apartments, we find it necessary to move at this time due to the travel distance for our new job.
Our intent is to be out of the apartment on DATE. We will put the keys in the nightly drop box. We understand there will be a walk through of the premises for the deposit return. We would like to attend the walk through and sign off on any charges to the deposit.
The apartment is in wonderful condition. There are a couple things that will need your attention. The electric plug over the sink is not working and the dryer is venting into the laundry room, rather than outside.
The deposit can be forwarded to NAME, ADDRESS. We can be reached anytime at with any questions that you might have.
Sincerely,
Signature of Tenant
Printed Name of Tenan
Sample 2 - Intent to Leave Apartment Letter
Name of Tenant
Address of Tenant (this is the apartment being leased)
City,State,Zip Code
DATE
Apartment Manager
Address of Apartment Manager
City,State,Zip Code
Dear Apartment Manager,
I am writing you to let you know that I will be vacating the premises that I'm currently occupying at ADDRESS. My lease expires on DATE and I intend to vacate my apartment by DATE. My new forwarding address is ADDRESS.
Please forward my security deposit to my new address within the agreed amount of time. I am formally requesting a walk-through with you or a staff member to go over my apartment and address any details or issues if necessary. When I move out, I will make sure that all the utilities are paid in full and transferred out of my name.
If you need to speak with me you can reach me at any time on my cell phone at 555-123-1234 or by email at [email protected]. I look forward to your call in order to schedule the walk-through and to turn in my apartment keys.
Sincerely,
Signature of Tenant
Printed Name of Tenant
Sample 3 - Notice of Intent to Vacate Apartment via Email
To: [email protected]
Subject: Notice of intent to vacate
Dear Name of Apartment Manager,
Our lease is ending on DATE. We want to give you ample notice that we will be leaving our apartment and not renewing another lease with APARTMENT NAME. While we have enjoyed our stay at the apartments, we find it necessary to move at this time due to the travel distance for our new job.
Our intent is to be out of the apartment on DATE. We will put the keys in the nightly drop box. We understand there will be a walk through of the premises for the deposit return. We would like to attend the walk through and sign off on any charges to the deposit. The apartment is in wonderful condition.
There are a couple things that will need your attention. The electric plug over the sink is not working and the dryer is venting into the laundry room, rather than outside.
The deposit can be forwarded to NAME, ADDRESS. We can be reached anytime at [Phone Number] to answer any questions that you might have.
Sincerely,
Name of Tenant
By Andre Bradley
Frequently Asked Questions (FAQs)
Q: What is a Vacate Apartment Letter?
Answer: A Vacate Apartment Letter is a written communication from a tenant to their landlord or property management company, notifying them of the tenant's intention to move out of the rental property. It serves as formal notice of the tenant's decision to terminate the lease agreement and vacate the apartment.
Q: Why is a Vacate Apartment Letter necessary?
Answer: A Vacate Apartment Letter is necessary to inform the landlord or property management about the tenant's plans to move out. It establishes a clear timeline for the move-out process and helps both parties avoid misunderstandings regarding lease termination dates and responsibilities for property inspection and security deposit return.
Q: What should be included in a Vacate Apartment Letter?
Answer: A Vacate Apartment Letter should include essential information such as the tenant's name, the address of the rental unit, the intended move-out date, and a formal statement indicating the tenant's intention to terminate the lease. Additionally, any specific move-out procedures or expectations outlined in the lease agreement should be addressed in the letter.
Q: When should a Vacate Apartment Letter be submitted?
Answer: A Vacate Apartment Letter should be submitted to the landlord or property management well in advance of the intended move-out date. Most leases require a notice period, typically 30 days, but this can vary depending on the terms of the lease agreement and local rental laws. It's important to refer to the lease agreement to determine the required notice period.
Q: How should a Vacate Apartment Letter be delivered?
Answer: A Vacate Apartment Letter can be delivered through various methods, such as hand-delivery, certified mail, or email. It's advisable to use a method that provides proof of delivery, such as certified mail with a return receipt or a read receipt for email, to ensure that the landlord or property management receives the notice.
Q: Can a Vacate Apartment Letter be rescinded after it's sent?
Answer: In some cases, a Vacate Apartment Letter may be rescinded if both parties agree to the reversal of the move-out decision. However, this is subject to the landlord's willingness and any terms outlined in the lease agreement. It's best to communicate directly with the landlord to discuss the situation and determine if a rescission is possible.
Q: What happens after a Vacate Apartment Letter is submitted?
Answer: After receiving the Vacate Apartment Letter, the landlord or property management will typically respond with instructions regarding move-out procedures, property inspection, and security deposit return. They may also schedule a move-out inspection to assess any damages and determine if deductions will be made from the security deposit.
Q: Can a Vacate Apartment Letter be used as an official record?
Answer: Yes, a Vacate Apartment Letter can serve as an official record of the tenant's intention to move out and terminate the lease. It's important for both parties to retain a copy of the letter for their records. This documentation can be useful in case of any disputes regarding lease termination, security deposit, or move-out procedures.
Q: What should be done if the landlord does not respond to the Vacate Apartment Letter?
Answer: If the landlord does not respond to the Vacate Apartment Letter within a reasonable time frame, it's recommended to follow up with additional communication. This could involve sending a polite reminder or attempting to contact the landlord via phone or in person. It's important to ensure that the notice is acknowledged to avoid any potential issues later on.
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Name of Tenant
Address of Tenant (this is the apartment being leased)
City,State,Zip Code
DATE
Apartment Manager
Address of Apartment Manager
City,State,Zip Code
Dear Apartment Manager,
I am writing you to let you know that I will be vacating the premises that I'm currently occupying at ADDRESS. My lease expires on DATE and I intend to vacate my apartment by DATE. My new forwarding address is ADDRESS.
Please forward my security deposit to my new address within the agreed amount of time. I am formally requesting a walk-through with you or a staff member to go over my apartment and address any details or issues if necessary. When I move out, I will make sure that all the utilities are paid in full and transferred out of my name.
If you need to speak with me you can reach me at any time on my cell phone at 555-123-1234 or by email at [email protected]. I look forward to your call in order to schedule the walk-through and to turn in my apartment keys.
Sincerely,
Signature of Tenant
Printed Name of Tenant
Sample 3 - Notice of Intent to Vacate Apartment via Email
To: [email protected]
Subject: Notice of intent to vacate
Dear Name of Apartment Manager,
Our lease is ending on DATE. We want to give you ample notice that we will be leaving our apartment and not renewing another lease with APARTMENT NAME. While we have enjoyed our stay at the apartments, we find it necessary to move at this time due to the travel distance for our new job.
Our intent is to be out of the apartment on DATE. We will put the keys in the nightly drop box. We understand there will be a walk through of the premises for the deposit return. We would like to attend the walk through and sign off on any charges to the deposit. The apartment is in wonderful condition.
There are a couple things that will need your attention. The electric plug over the sink is not working and the dryer is venting into the laundry room, rather than outside.
The deposit can be forwarded to NAME, ADDRESS. We can be reached anytime at [Phone Number] to answer any questions that you might have.
Sincerely,
Name of Tenant
By Andre Bradley
Frequently Asked Questions (FAQs)
Q: What is a Vacate Apartment Letter?
Answer: A Vacate Apartment Letter is a written communication from a tenant to their landlord or property management company, notifying them of the tenant's intention to move out of the rental property. It serves as formal notice of the tenant's decision to terminate the lease agreement and vacate the apartment.
Q: Why is a Vacate Apartment Letter necessary?
Answer: A Vacate Apartment Letter is necessary to inform the landlord or property management about the tenant's plans to move out. It establishes a clear timeline for the move-out process and helps both parties avoid misunderstandings regarding lease termination dates and responsibilities for property inspection and security deposit return.
Q: What should be included in a Vacate Apartment Letter?
Answer: A Vacate Apartment Letter should include essential information such as the tenant's name, the address of the rental unit, the intended move-out date, and a formal statement indicating the tenant's intention to terminate the lease. Additionally, any specific move-out procedures or expectations outlined in the lease agreement should be addressed in the letter.
Q: When should a Vacate Apartment Letter be submitted?
Answer: A Vacate Apartment Letter should be submitted to the landlord or property management well in advance of the intended move-out date. Most leases require a notice period, typically 30 days, but this can vary depending on the terms of the lease agreement and local rental laws. It's important to refer to the lease agreement to determine the required notice period.
Q: How should a Vacate Apartment Letter be delivered?
Answer: A Vacate Apartment Letter can be delivered through various methods, such as hand-delivery, certified mail, or email. It's advisable to use a method that provides proof of delivery, such as certified mail with a return receipt or a read receipt for email, to ensure that the landlord or property management receives the notice.
Q: Can a Vacate Apartment Letter be rescinded after it's sent?
Answer: In some cases, a Vacate Apartment Letter may be rescinded if both parties agree to the reversal of the move-out decision. However, this is subject to the landlord's willingness and any terms outlined in the lease agreement. It's best to communicate directly with the landlord to discuss the situation and determine if a rescission is possible.
Q: What happens after a Vacate Apartment Letter is submitted?
Answer: After receiving the Vacate Apartment Letter, the landlord or property management will typically respond with instructions regarding move-out procedures, property inspection, and security deposit return. They may also schedule a move-out inspection to assess any damages and determine if deductions will be made from the security deposit.
Q: Can a Vacate Apartment Letter be used as an official record?
Answer: Yes, a Vacate Apartment Letter can serve as an official record of the tenant's intention to move out and terminate the lease. It's important for both parties to retain a copy of the letter for their records. This documentation can be useful in case of any disputes regarding lease termination, security deposit, or move-out procedures.
Q: What should be done if the landlord does not respond to the Vacate Apartment Letter?
Answer: If the landlord does not respond to the Vacate Apartment Letter within a reasonable time frame, it's recommended to follow up with additional communication. This could involve sending a polite reminder or attempting to contact the landlord via phone or in person. It's important to ensure that the notice is acknowledged to avoid any potential issues later on.
Interesting Finds