Download our free Lease Termination Letter Template
One of the aspects of being a landlord is determining the right time to send a tenant lease termination letter. This type of letter is important because it informs the tenant about the end of a lease agreement. Further, the letter can help prevent misunderstandings, maintain accurate records, and ensure compliance with the lease agreement and state laws and regulations.
Use this guide to write a clear lease termination letter, or take advantage of our free template to create one in just a few minutes.
Key Takeaways
- A lease termination letter is a formal written advisement from a landlord that a tenant's lease agreement will end on a specified date.
- Landlords typically must provide at least 30 days’ notice to terminate a lease, though some states require 60 or 90 days, depending on the lease term.
- A lease termination letter should include key details like the end date, reason for termination, move-out instructions, and a request for the tenant’s new address.
What Is a Lease Termination Letter?
A lease termination letter is a written notice given by the property owner/manager to inform the tenant that their lease agreement is being ended and will not be extended beyond a specified date.
Often, it is sent when a lease is ended early. It is also called a 30-day notice to vacate, a termination of lease agreement letter, or a termination of lease letter. In some cases, a tenant can send a lease termination letter and/or a notice to vacate letter to a landlord.
The letter outlines the termination date of the lease and any other relevant conditions pertaining to the termination such as a reason for termination. It is crucial to document all details in writing to prevent any potential misunderstandings.
When to Send a Lease Termination Letter
Usually, a lease termination letter is given to a tenant at least 30 days prior to the end of the lease date stated in the letter. However, you may be required to provide a 60-day notice or even a 90-day notice of termination, depending on your lease agreement as well as your local and state laws.
Depending on the kind of tenancy, different amounts of notice may be required. With month-to-month tenancies, a 30-day notice is most common. Be sure to have an understanding of those documents and pertaining laws before sending a lease termination letter to your tenant.
Why Would I Need to Send a Lease Termination Letter?
Generally, there are six main reasons why a landlord may need to send a lease termination letter:
- The landlord is selling the rental property, and the current tenants must vacate it
- The landlord decides to move themselves, or their family, into the rental unit
- The tenant chooses not to renew their lease at the end of the lease term
- The tenant decides to break the lease early
- The military deploys the tenant
- The rental property becomes uninhabitable
What to Include in a Lease Termination Letter
The lease termination letter should include:
- Your name
- The name(s) of tenant(s)
- The date you’re writing the letter
- The reason for termination
- The end of lease date
- Move-out process instructions
- A copy of the move-out checklist
- A request for the tenant’s new address
- A request for the date and time of the walk-through inspection
Begin the letter by writing your name and your contact information (including your mailing address) in the upper left-hand corner. This should be followed by today’s date and the name and mailing address of your tenant. Address the letter to your tenant and give them the reason for the termination of the lease in the first paragraph, as well as the start and end dates to the lease.
The second paragraph should mention the move-in walk-through that happened at the beginning of the tenancy. You should have given them a copy of this at the beginning of the lease, but to be sure, attach another copy for their records. Follow up by requesting to schedule a move-out walk-through (also known as a final inspection).
Request your tenant’s new mailing address for returning the security deposit (if there are no damages or rent left unpaid). Be aware that there may be laws/regulations regarding the security deposit. Finally, thank your tenant for renting from you, followed by your signature and printed full name.
Helpful Tips for Writing a Lease Termination Letter
Let’s go over a few additional tips for writing a lease termination letter:
Personalize it
You can personalize the letter however you like, such as including the reason for termination (if applicable) or specific move-out instructions (that should also be outlined in the lease).
Keep it simple and respectful
Keep your written notice simple and polite. As a formal letter, a professional and respectful tone should be kept throughout. This letter isn’t a place to settle any potential past issues that you may have had with your tenant. The only purpose this letter serves is to give notice to your tenant of their end-of-lease date and provide a record of your written notice.
Input the calendar dates
Don’t forget to include clear and accurate calendar dates in your letter. The dates help to show that you have met the notice period according to your state law, as well as the lease agreement requirements between you and your tenant.
Ask for the tenant's forwarding address
Be sure to request your tenant’s forwarding address so you have somewhere to send the security deposit back to them (if applicable).
Follow-up if you don't get a reply
If you don’t hear from your tenant about the final walk-through, follow up with a call or email as a friendly reminder.
Maintain a copy
Keep a copy of the lease termination letter for your records. It’s a rental document that all landlords need to have, just in case.
Copy/Paste Template of Lease Termination Letter
The template below is a starting point. Be sure to check with a qualified professional prior to sending.
[Today’s Date]
[Property Address, Unit Number]
[City, State, Zip]
RE: Termination of Lease
Dear [Tenant's First Name],
This letter is to inform you that the lease for [Property Address] signed on [Lease Start Date] will terminate on [Lease End Date] and will not renew. Attached is a copy of the lease agreement for your reference. Per the lease agreement, this lease termination letter fulfills the [Number of Days]-day notice requirement.
This decision has been made due to [Reason for Termination: e.g., the end of the lease term, sale of the property, repeated violations of lease terms, etc.].
Please ensure that you have vacated the premises by [Move-Out Date], which is in accordance with the notice period stipulated in our lease agreement.
I have attached a copy of the move-in walk-through and would like to schedule a mutual walk-through on the final day of move-out. Please email or call to schedule the final inspection.
Please also provide your forwarding address for post-mail correspondence regarding the close-out of your tenancy.
Thank you for your time regarding the above matter and for being a great tenant. If you have any questions, please don’t hesitate to contact me.
Sincerely,
[Your Signature]
[Your Full Name]
[Your Phone Number or Email]
What Should I Avoid When Writing a Lease Termination Letter?
Whatever the situation, it’s important to leave on good terms with your tenant. Follow these tips on what to avoid in your lease termination letter:
Unprofessionalism
Avoid an unprofessional tone when writing your lease termination letter. Your lease termination letter should be written in professional and polite language. It should not come across as being rude or dismissive.
Early promises
Don't make any promises about refunding a portion or the full security deposit in your lease termination letter. Even if you’re sure that there is no damage to the property, never make any verbal or written promises about the tenant’s security deposit until you have completed a move-out inspection and the decision is final.
Vagueness
Avoid using vague language, especially regarding the lease end date. Be clear and specific. Write out the full date (month, day, year) so there are no questions.
False information
You should never make up or embellish the cause of termination. Be sure you correctly state the reason for the lease termination in the letter.
Screen Rental Applicants with Apartments.com
With Apartments.com, tenant screening becomes effortless while obtaining necessary information and finding a qualified renter swiftly. Our unique approach stands out from competitors as we have partnered with TransUnion to provide comprehensive screening reports covering eviction, credit, and criminal history.
Additionally, Apartments.com offers support for co-signers, guarantors, and co-applicants, an exclusive feature not found elsewhere. If you require further information from prospective tenants, you can conveniently request supporting documents directly from applicants through our platform.
Frequently Asked Questions
Can a lease be terminated without notice?
Typically, the tenant needs a 30 or 60-day notice before lease termination. Check your state laws for specific information.
Can either party terminate the lease?
In most states, tenants have the right to terminate a lease under certain conditions, including active military duty, violation of habitability, or right-of-entry violations. Again, check your state laws for more detailed information.
What happens after notice of termination?
The tenant has a specific timeframe, determined by state law and your rental agreement, before they need to vacate the property. You should state the amount of time the tenant has to vacate the property in the lease termination letter.
Should I mail or give the termination of lease notice in person?
You should always send the document via certified mail when corresponding information such as a lease termination letter. This way, the sender may receive a mailing receipt and an electronic verification when the recipient receives the document. If you need it, certified mail proves that you gave adequate notice for vacating a property.
Should an attorney review the lease termination letter before I send it?
It is wise to have a qualified attorney to review your lease termination letter. A knowledgeable real estate attorney can highlight and prevent any errors (and suggest necessary changes).
What is the difference between a lease termination letter and an eviction notice?
An eviction notice is given when the tenant violates the lease agreement, while a lease termination letter simply states the lease is ending. The eviction notice must be filed with courts while a lease termination letter does not.
Originally published on April 4, 2024 and has been updated.
