Writing a Simple Lease Renewal Letter (with Samples) Use these sample lease renewal letters as templates for your formal renewal letter.
Lease renewal letters are often drafted by landlords advising their tenants that their existing lease is expiring and proposing the terms of a new lease. It is customary to send these letters 30 days or more before the expiration of their current lease.
This gives both the tenant and the landlord ample time should the tenant choose to vacate the premises. The lease renewal letter should have specific information concerning the renewal and can also be used to state if any conflicts exist with the tenant.
These letters should be on company letterhead with standard business letter format. Start with the date followed by the name and address of the tenant. You can add a subject line if you so desire, but it is not necessary. Using a salutation is proper, such as "Dear Mr. or Mrs." and then the parties last name. Start the letter by stating something like, a review of our current records states that your lease expires and put the date.
Like with most letters, the first paragraph should state the exact purpose of the letter. When dealing with lease renewals, make sure to put all dates clear so that there is no confusion. People usually expect these letters as a notification that their rent will increase. This can also be a contributing factor whether they will stay or leave.
Clearly state any changes to the rent in the first paragraph. If you are going to increase the clients rent, make sure to put a reason why. Most tenants will be less likely to be upset over a $25 increase if they are getting new windows and doors or some other major improvement. An increase is usually 3-5%, and any amount over that is considered excessive.
Paragraph two should be reserved for any issues with the tenant. Some tenants may not be offered a second lease, or it may be done with stipulations attached. If there are major issues with the tenant, legally you need to address them. While some issues may need to be addressed on a lease violation form, this is also the place to bring up some concerns.
The last paragraph should give them a date that you need a response by. Most landlords want 30 days to know if someone is going to leave the premises. Also, state any rules pertaining to ending the lease, like an “intent to vacate” must be in writing to receive the deposit back. Thank the tenant for their time and await their response.
Sample 1 - Lease Renewal Letter to Tenant DATE
Jeff and Karen Templin 9090 Old Church Way Grove City, Ohio 43123
Re: Lease Renewal
A review of our current rental records shows that your lease will expire on DATE for the unit located at 9090 Old Church Way. Currently, the rent amount for this unit is $1025. Effective DATE, the rent will increase to $1055, per Grove City’s 3% annual increase allowance. The increase will go to help beautify the proper and to add a new playground addition for the children.
Before we will extend the lease for this unit, we have a couple issues to address. First, there is a dog that has been reported by many neighbors as a nuisance. There are no dogs allowed in our units and this is a violation of your lease terms.
The dog needs to be removed from the property and the unit will need to be inspected before the next lease signing period. Should there be any damages to the unit, these damages will need to be repaired and paid in full before a new lease will be instituted.
Secondly, we are getting a great deal of reports of unauthorized people in and out at all hours. We have very strict property rules and want to make sure our neighborhood is safe for all families to enjoy. We are asking you to observe the 11 pm noise ordinance and to be mindful of the neighbors. We want all of our tenants to be able to enjoy their home without issue.
According to your current lease, we need to know within 30 days whether you choose to stay or to vacate the premises. We need to hear from you no later than DATE.
David Strickland Sugar Tree Apartments
Sample 2 - Lease Renewal Letter to Landlord Name of Tenant Address of Tenant City, State, Zip Code
Name of Landlord Address of Landlord City, State, Zip Code
RE: Lease Renewal
Dear Name of Landlord:
This letter is a formal request to renew the lease on the property at the above address for another year. The lease expires on DATE and I would like to renew it until DATE.
I would respectfully request that you not raise my rent of AMOUNT for the term of the new lease, as I am out of a job and living on my wife’s salary. I hope to have a new job within the next few months. You will also benefit financially because you won’t have to advertise for a tenant, screen and background check tenants or pay agent fees if we move out. You will also have no vacancy time.
I hope you will favorably consider my request and respond within two weeks. I can be reached at Phone Number or at Email Address if you have any questions. You may send your acceptance in writing and a new contract lease to the above address.
Signature of Tenant Printed Name of Tenant By Andre Bradley