Writing a Move Out Reminder Letter to Tenant (with Sample) Use this sample move out reminder letter as a template for your formal reminder letter. Last updated on January 18th, 2019
When a landlord has requested a tenant to leave the premises for whatever reason, the landlord usually gives 30 to 90 days for the tenant to move out. At some point, the landlord should send a move out reminder letter that clearly states the terms and conditions that the tenant agreed to when they moved in. Tenants want their security deposit back and landlords want any damage to be paid before the deposit is returned.
Along with the terms and conditions about how the rental property should be left, the landlord should also clearly state his or her inspection procedures and whether it includes a video of the property. If a video or photographs were taken at the time the tenant moved in, then photos or video should be taken when the tenant moves out. This will greatly reduce the possibility of disputes.
Most tenant/landlord disputes are connected with the security deposit. If the landlord fails to return the deposit, the tenant can sue. If the landlord doesn’t have proper proof that the deposit was spent on damages the tenant caused, they may be ordered by the court to pay the deposit and substantial financial penalties. There are steps the landlord can take to minimize this possibility. The first thing the landlord should do is find out the laws in his or her state related to rental deposits. There may be rules about itemizing certain things that the landlord must follow. Sending a reminder letter that gives the exact specifications the landlord requires is the best way to preclude any dispute.
The landlord can also give the cost for a professional cleaner to do the cleaning after the tenant moves out. This will depend on how dirty the apartment is, but the tenant can get their own estimate if they wish.
The following issues should be addressed in the move out reminder letter: • Cleaning requirements should be clearly stated including any damage to the walls, floors or fixtures • The details about how and when the inspection will be done. If there are before photos, then after photos should be taken and shown to the tenant • The tenant’s forwarding address should be requested, so the landlord knows where to send the deposit, or what’s left of it after repairs • The landlord can mention any state laws that are related to security deposits specifically if no forwarding address is given within a specified period of time • The place the tenant should leave the key, garage remote or other item should be stated
Here is a sample move out reminder letter to a tenant. It should be sent by certified mail, so the landlord has proof of the date and time it was sent and received. This may become evidence if there is any conflict or disagreement between the landlord and tenant about vacating the premises.
Sample Move Out Reminder Letter Name of Landlord Address of Landlord City, State, Zip Code
Name of Tenant Address of Tenant City, State, Zip Code
Dear Name of Tenant:
This letter is to inform you that I have received your letter stating your intent to vacate at the end of the current month the apartment that you rent from me. I appreciate that you have given me advanced notice and would like to remind you of the terms and conditions concerning your security deposit that you signed when you began your lease.
As you remember, I took photographs of the apartment as a record of its condition. On the day after you move out, I will return to the apartment and take photos of its current condition. These will help if there is any need to use some or all of your security deposit for repairs.
To leave the apartment in good condition, you should:
• Make sure there are no piles of trash in front of the building on your moving day • Remove all food, personal belongings and debris • Clean and defrost the refrigerator and leave it turned off with the door open • Clean the stove top, kitchen cabinets, counter tops and oven and other appliances • Clean the shower, toilet and plumbing fixtures • Make sure all the light bulbs are in working order • Wash the floor and vacuum the carpet or have it professionally cleaned • Give me a written report of any damage • Make sure the doors and windows are locked when you leave • Give the key to the apartment to the tenant in apartment number one
If the cost of any repairs needs to be taken from the security deposit, I will inform you. Kindly give me an address where I can send the remainder of the deposit. If you have any questions, I can be reached at [email protected] or at 555-123-4567. I wish you all the best in your new home.