Letter of Notice to a Tenant

There can be a wide range of possible reasons why a tenant has to move out. Some tenants opt to move out based on their own decisions, while others are forced to move out because of the violations they make based on the lease or rent contract/agreement that they have signed. As a landlord, you should know how to write a letter of notice to give to your tenant/s should they violate or fail to comply to rules and policies you have indicated in the agreement or contract. Having that knowledge will save you from a handful of headaches and tedious lawsuits in the future.

What is Letter of Notice to a Tenant?

A Letter of Notice to a Tenant is a written communication from a landlord or property manager to a tenant, formally informing them about specific matters related to their lease agreement. It can include notifications about rent increases, lease terminations, required repairs, or other important information regarding their tenancy.

What is an Example of Letter of Notice to a Tenant?

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Email Address]

[Phone Number]

[Today’s Date]

[Tenant’s Name]

[Tenant’s Address]

[City, State, ZIP Code]

Dear [Tenant’s Name],

Subject: Notice of Lease Termination

I hope this letter finds you well. This notice is to inform you that your current lease agreement for the property located at [Property Address] will terminate on [End of Lease Date].

This decision is made in accordance with the terms specified in the lease agreement, which indicates the end of the agreed-upon lease term. As per our agreement, please ensure that the property is vacated and all belongings are removed by [End of Lease Date].

Additionally, we kindly request that you schedule a move-out inspection to ensure that the property is in good condition, allowing for the return of your security deposit as outlined in the lease agreement.

We appreciate your cooperation and prompt action in this matter. If you have any questions or require further information, please do not hesitate to contact us at [Contact Information].

Thank you for your tenancy and cooperation during your stay at our property.

Sincerely,

[Your Name]

[Landlord/Property Manager]

[Contact Information]

How to Write a Letter of Notice to a Tenant

Here is a short guide that you can easily follow when you need to write a letter of notice to your tenant/s:

1. Determine the notice period

Before you start writing the notice letter, you first have to determine the notice period. The notice period pertains to the number of days you should give notice to the tenant before its final implementation. Although this can vary from place to place, it is common to give at least 90 days’ written notice to end the tenancy. However, at least 42 or 30 days’ notice can also be given in some cases.

2. Indicate the date of issuance

Jump right into the writing process. Indicating the date of issuance of the notice will also help you determine the number of days you have given to the tenant in compliance with state laws. The date should be on the topmost part of the page, it can be on the left or right side, depending on the letter style of format you use.

3. Write complete addresses

The next thing you should ensure to provide are the addresses. Since this notice is in a letter format, a return and inside address should be provided. The return address should include the name of the sender, in this case, you as the landlord, along with your complete address and contact information. Below the return address, the name of the recipient or tenant, his unit number and address, and contact information should be in the inside address.

3. Write salutation

Below the inside address, the salutation should immediately follow. Since you already have information about the tenant, you have to address him or her with his/her last name. In addition, you can use a comma (,) or colon (:) after the last name of the tenant. For example, Dear Ms. Smith, or Dear Mr. Jones: both formats are acceptable and proper. 

4. Begin with an introduction

The introduction should immediately tell the recipient that he or she is required to comply with the premise of the notice. This is also where you provide dates; for example, for unpaid rent, provide the date he or she is required to pay. You can also include the date when an agreement was signed along with the agreed amount for rent payment as well as the amount for additional charges, if applicable. The introduction should immediately let the recipient know of his or her obligations or what he/she needs to do.

5. Provide more details in the body

Additional details should be provided in the body to make the letter notice more comprehensive. You should include proper time frames and guidelines that your tenant can easily understand and follow. If there are special instructions you need the tenant to follow, this is where you provide it.

6. Conclude the letter

Conclude the letter with a complimentary close and a signature line. The signature line should include your printed full name and sufficient space where you can affix your signature.

Notice to Tenant Templates and Examples

1. Late Rent Notice

Should a tenant be late in paying rent based on the agreed upon period of payment, a notice can be given. This late rent notice template will help you get ahead with your writing process. This has everything covered and all you need to do is provide the appropriate details. You can download this for free and edit as necessary.

2. Eviction Notice to Tenant

If a tenant has violated a provision in the contract or agreement, and you have decided to evict him or her from your property, you are required to give him/her proper notice. This eviction notice template will allow you to provide complete details that led to the decision. Since this is editable, you can include all the details you need to provide.

3. Notice to Vacate

A tenant can be ordered to vacate the premises owned by a landlord for various reasons, but if you’re looking for a template that will allow you to detail his or her violations that led to the decision to evict him/her, then this is the best template for you. In this notice to vacate template, you can provide more context and details as long as you fill out the intended spaces. You can download this and edit in Google Docs, MS Word, and Apple Pages.

4. Three-Day Eviction Notice

Should a tenant still continue to violate the premise provided with previous notices, then, a three-day notice should be given after. This template will allow you to emphasize that the tenant only has three days to comply with what you have asked for in other notices. This template is free for download and easily customizable.

5. Move Out Notice to Tenant

To immediately inform the tenant that he or she needs to move out from the property, you can stick this move-out notice on the door or any easily visible spots on the premise. This template uses a clear format and straightforward design that you can easily customize to incorporate the details you need to provide. This template comes in Google Docs, PDF, MS Word, and Apple Pages format.

6. Eviction Notice for Unpaid Rent

If a tenant continues to live within the premise despite unpaid rent, you need to notify them of his or her obligations. This notice for unpaid rent template is easy to use since the layout clearly separates the details and has provided enough space for special instructions. If you want to use this template, download it from this article and edit it as necessary.

7. Notice to Vacate from Landlord to Tenant

Based on the violations and present conditions of the premises, if it is best to vacate it you should provide a notice indicating so. This notice to vacate from landlord to tenant template is best to use for such circumstances. This template will allow you to include all the necessary information with its flexible layout. Using this will help you ensure that the notice is easily understandable.

8. 30-Day Notice to Tenant

Should you prefer to have a fillable template for a 30-day notice, then you’re at the right place. This template will give you the freedom to right the specific reason for a certain tenant’s eviction. The simple layout and design will surely help you easily convey the purpose and reason behind the notice. You can download and edit this template to include all the information you need.

9. Notice To Tenant of Rent Default Template

10. Sample Notice To Tenant of Rent Default Template

11. Notice to Terminate Tenancy At-Will by Tenant Template

12. Landlord’s Notice to Enter Premises

Similar to the previous template, this example of a landlord’s notice to enter premises uses a fill-out form format. However, the purpose of this notice is to notify the tenant his or her landlord will enter the property, maybe for maintenance check or operation, and so on. In this example, the details will be easily understood since all of them are neatly segregated.

13. 60-Day Notice to Vacate by Landlord

In this example, important information is detailed clearly to help the recipient easily understand its premise. Its layout also ensures that enough information about the sender and recipient can be taken or provide. Take inspiration by how detailed and complete this notice example is when making your own.

14. Landlord’s Five-Day Notice

This five-day notice is given to a tenant with unpaid rent. The contents of this notice example explain that the tenant only has five days to provide rent payment until eviction or eviction lawsuits can be filed. This notice example is easy to use since important all accounted for, and all you need to do is just provide the actual details.

15. Notice Letter to Tenant Example

How do I write a notice letter to a tenant?

Header Information:

• Include your name, address, contact information, and the date.

Recipient Information:

• Address the letter to the tenant by their name and include their address.

Introduction:

• Begin with a polite and clear statement regarding the purpose of the letter (e.g., lease termination, rent increase, repairs).

Details of Notice:

• Clearly state the reason for the notice, whether it’s lease termination, rent adjustment, repair notification, or any other important matter.
• Specify relevant details such as the date of lease termination, the increased rent amount, details of required repairs, etc.

Compliance and Cooperation:

• Request compliance with lease terms or regulations, outlining any necessary actions the tenant needs to take.
• Provide guidance on the next steps or procedures, if applicable.

Contact Information:

• Include your contact information and office hours for any further queries or clarifications.

Closing:

• Thank the tenant for their cooperation and sign off professionally.

How do you write a formal letter to a landlord?

Header Information:

• Your Name
• Your Address
• City, State, ZIP Code
• Email Address
• Phone Number
• Date

Landlord’s Information:

• Landlord’s Name
• Landlord’s Address
• City, State, ZIP Code

Salutation:

• Dear [Landlord’s Name],

Introduction:

• Start with a polite greeting and a clear statement of the purpose of your letter.
• For instance, if you’re requesting repairs, state the issue and its impact on your residency.

Details of Concern:

• Provide specific details of your concern, such as maintenance issues, rent-related matters, or any other relevant problems.
• Include dates and descriptions for better understanding.

Request or Suggestion:

• Clearly state your request, whether it’s for repairs, adjustments to the lease terms, or any other necessary action.
• Be specific about what you expect as a resolution.

Supporting Information:

• Include any relevant documentation or evidence to support your request (e.g., photos of the issue, copies of previous communication).

Contact Information and Availability:

• Provide your contact information and availability for further discussion or clarification.
• Encourage the landlord to reach out to discuss and address the matter.

Closing:

• Thank the landlord for their attention and consideration.
• Sign off respectfully with “Sincerely” or “Best Regards,” followed by your name.

What makes you a great tenant letter?

1. Introduction: A polite greeting and introduction of oneself.
2. Description of Qualities: Highlight responsible behaviors, timely rent payments, cleanliness, and care for the property.
3. Stability and Reliability: Mention stable income, long-term residency plans, and reliability as a tenant.
4. Respectful Communication: Emphasize respectful communication and willingness to cooperate with the landlord’s terms and regulations.
5. References or Endorsements: Offer references from previous landlords or any endorsements supporting your credibility.
6. Closing: Express gratitude for the opportunity and willingness to discuss further details.

What is a Notice of Intent to Vacate?

A Notice of Intent to Vacate is a formal letter from a tenant to a landlord, stating the decision to move out, specifying the departure date, and providing advance notice.

What is a Notice of Termination?

A Notice of Termination is a formal communication, usually from a landlord to a tenant, signaling the end of a lease or rental agreement, specifying reasons and deadlines.

What do you say in a letter to a landlord?

In a letter to a landlord, address concerns or requests politely, citing specific issues, proposing solutions, and expressing willingness to cooperate for mutual resolution.