Writing a Renewal Letter for Apartment (with Sample) Use this sample renewal letter for an apartment as a template for your formal notification.
The lease renewal letter is given to tenants when their lease is about to expire. Landlords are required by law to draft these letters around 30 days before the expiration of the current lease agreement. These letters are to propose a change in the current rental terms and to come to some sort of agreement before the lease expires.
If the tenant doesn’t agree to the new lease terms, this letter gives them ample time to find a new place to live. The letter should have specifications regarding rent and any conflicts that have occurred due to the tenant’s residency. Before a landlord extends another lease term, any issues should be addressed.
Because this letter must have an official appearance, it should always be on company letterhead. Use a standard business letter format that begins with the date and name and address of the tenant. Some may wish to put a subject line, which is perfectly acceptable, but not necessary. Regardless of relationship, all tenants should be addressed with Mr. Ms. or Mrs. If legal ramifications should arise at a later date, this letter could be used in court.
First Paragraph The first paragraph of this and any other letter, should always state purpose. Because of the subject matter and dealing with someone’s abode, it is important to make sure things are clear, lest there be any confusion
Tenants expect these letters and also a rent increase and most are looking for them when they arrive. These letters are a contributing factor on whether they will stay or move on. Before writing this letter, make sure that the rental increase, if applicable, is necessary.
Some tenants cannot afford more money and if losing a good tenant over $40 a month is not worth it, then rethink the negotiations. It can be hard to find a good tenant, especially one who pays the rent on time and keeps the place clean. If the rent must be increased, make sure it’s for a good reason and state so in the letter.
Typically, a tenant won’t get upset for a small increase if there are new windows or doors added. Property upgrades are an understandable reason for an increase. Normally, an increase is around 3-5% anything higher may be considered to be excessive.
The second paragraph should state any issues that the landlord has with the tenant. Occasionally, a tenant will not be offered an additional lease term. If there are any situations that a landlord has with a tenant, they may want them to be worked out before another lease will be granted.
However, this is not a lease violation form and shouldn’t be used as such. If there are any stipulations to the new lease term, they can be written in paragraph two.
Be sure to give a date that the tenant must respond by. If they do not respond by that date, then make it clear that the lease will continue on a month to month basis. Intent to vacate notices should be filed within 30 days of the end of the lease term.
This is verbiage written typically in a lease agreement. In order for the tenant to receive their deposit back, they must follow these guidelines. Always thank the tenant for their time and interest in your rental property. Here is a sample renewal letter.
Sample Renewal Letter for Apartment December 9, 20xx
Jeff and Stacy Grossman 1700 Lancaster Avenue Grove City, Ohio 43123
Re: Lease Renewal
After reviewing our rental records, it came to our attention that your lease is going to expire on January 31, 20xx. This is on our rental property located at 1700 Lancaster Ave. Presently, the rental amount for this apartment is $1,400. Effective February 1, 20xx, we find it necessary to increase the rent to $1,425 per month. We have decided to do some upgrades to the property and this extra money will help finance those payments.
It has come to our attention that there is a great deal of traffic in and out of the apartmentb at all hours. While you have always been great tenants and paid the rent on time, I would caution you against unlawful activities on my properties. We have a zero tolerance for partying, drugs and any other nuisance in our rentals. Because we have higher end rentals, we expect our tenants to be upstanding citizens and not to disturb other neighbors.
As you know, your lease states that you must notify us in writing if you intend to vacate the premises. We need to know within 30 days, or by December 31, 20xx. We need to hear from you by December 31st or we will impose the month to month rental rate, as per your lease agreement.