New Landlord Introduction Letter (Free Templates)

Property ownership changes occur regularly. Maybe you found new apartments that you would like to own, or you are no longer interested in the current one. If you’re purchasing a new property, it’s a good idea to identify yourself as the new landlord. This is important as it informs your new tenants where they will start paying their monthly rent. There are many ways in which property owners can alert tenants to personal changes. Issuing new landlord introduction letters is the most common way. It is important to provide tenants with an introduction letter. This may be due to selling a rental property, a landlord changing his estate’s control, or a landlord moving away from self-management.

Writing a new landlord’s introduction letter is not that hard. But just in case, this article will guide you on how to write one and also give you more knowledge on this topic.

What is an Introduction Letter

An introduction letter is a type of letter used to introduce someone you know to someone else. They can help develop working connections that contribute to job opportunities, company development, and partnerships.

In this case, an introduction letter is used to introduce a new landlord to the tenants, informing them of a change in ownership.

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Introduction Letter Sample 01

Introduction Letter Sample 02

New Landlord Introduction Letter

The letter informs tenants of a change in ownership in a rental property. When a landlord plans to contract a property management company to take care of his tenants and property, reminding the tenants of the change is crucial for a successful transition process.  Introducing new managers keeps your tenants interested in the transformation process and provides them with details on rent payments and how to send maintenance requests.

Things to Include in an Introduction Letter

All letters have elements and information that make them a complete letter. The letter is no exception. Before beginning your letter, make sure you know all the vital information you need to include.

Below is the information you should include in your letter:

• Start by briefly introducing yourself or the property management company that will be taking over the property. State the name of the company and website, if there is one.
• Attach a tenant form to your letters, which they will fill in with their information. The information could include details such as their names, contact information, number of vehicles, etc.
• The next important piece of information is details about rent payments. Give information on the new processes for paying rent and who will be collecting the rent. Provide a bank account where the tenants will deposit rent if needed.
• Proceed to include your contact information for the new property manager in case the tenants want to reach you/them should any issues arise.
• Lastly, explain to the tenants how they should submit their maintenance requests. It can be through email, phone, or a middle-man/caretaker. Indicate the necessary steps they should take when doing this.

Additional details

There is some additional information that many people forget to include in their introduction letter. Information like inspection dates, tenant update forms, and property manager information are crucial.

Below are the additional details that we think you should consider adding to your letter.

Tenant update form

In some countries, updating the details of a tenant is required by law. This is when new residents move in, a contract is renewed, a new management firm takes over, or the terms and conditions of the lease are updated. Therefore, you should include this form in your letter. It contains tenant details such as their names, contact information, pets, vehicles, etc.

Property inspection date

Include a date when you will conduct a property inspection. This is a great chance to meet your new tenants and talk about any maintenance that needs to be done. You can also show them how to submit their maintenance issues.

Property manager

If you bought property owned by a property management company and want to keep the tenants, or maybe you want to change the property management company, include this information in your letter. However, keeping the same management will help you introduce yourself to your new tenants.

Sample Introduction Letters

Now that you know what you should include in your letter, you have a rough idea of how to write one. But for a better understanding of what it looks like, we have included two samples below to guide you and to help you know the format of the letter.

Analysis

Both sample letters reveal several key elements that make them effective for announcing a change in property management. These elements not only fulfill the basic requirements of a well-written letter but also provide a comprehensive guide for anyone looking to draft a similar communication. 

1. Each letter clearly states its purpose at the outset. This direct approach ensures that the recipient immediately understands the letter’s significance.
2. Both letters include essential details such as new rent payment procedures, contact information for various roles (property manager, maintenance, etc.), and instructions for completing and returning the Tenant Information Form. This comprehensive approach ensures that tenants are well-informed about the changes and their implications.
3. Offering various means of contact (email, phone) for different needs demonstrates a commitment to accessibility and tenant support. This approach makes it easier for tenants to reach out with their specific concerns.
4. Both letters maintain a professional yet friendly tone, balancing the formal nature of the communication with a sense of approachability. This helps in building trust and rapport with the tenants.
5. The inclusion of emergency contact information indicates a well-thought-out approach to tenant safety and immediate concerns, showcasing the management’s preparedness and responsibility.
6. Each letter concludes on a positive note, emphasizing a commitment to a good landlord-tenant relationship and a high standard of living. This optimistic outlook fosters a sense of community and goodwill.

Both letters serve as useful templates for property management communications, as they cover all necessary information in a clear, concise, and organized manner. They are not only informative but also reassuring, ensuring that tenants feel supported and aware of how the changes will affect them. 

Termination of the Current Lease

Depending on the type of lease agreement, there are two steps you need to take if you want to terminate the current lease agreement.

Below are the two steps explained in detail:

Terminating fixed-term leases

If you inherit tenants who are on a fixed-term lease, they are entitled to continue living at your new property for the entire duration of the lease agreement they initially signed. You and the tenants have to reach a mutual agreement if you want to terminate the lease early. You could offer to cover their moving costs as an incentive to encourage them to move.

Terminating monthly leases

If your tenants are on a month-to-month/monthly lease, they are not entitled to stay after a property sale. You only have to give them a written notice of their residency’s final date if you want them to move. You should provide them with the notice thirty to ninety days in advance. The duration depends on the country you are in.

Lastly, some states are starting to pass protection laws such as ‘no cause evictions’ for tenants. Therefore, it is important to review local regulations.

Frequently Asked Questions

Conclusion

Writing a simple, brief letter welcoming new management to your tenants is a perfect way to ensure that they are updated with current property changes. The procedures for paying rent and issuing maintenance reports can be different, for example, so it is important that your tenants are aware of them. The letter can come from the landlord, the property manager, or the property management company itself. It should be professional and detailed, specifically describing any adjustments that require the attention of a tenant.
We hope that the information we have given in this article has given you a better understanding of an introduction letter, how it looks and how to write one.

About This Article

Authored by:

David Waterman

Legal Writing, Tax Law, Real Estate, Technology Start-ups | Graduate in Tax Law BA in History

David Waterman, an accomplished legal writer and expert in tax law, real estate, and technology start-ups, hails from Rutland, Vermont. He completed his undergraduate studies with a BA in History in 2010 before graduating from Georgetown University Law Center in 2014. During his time at Georgetown, David actively contributed to the Tax Journal and dedicated his efforts to the immigration clinic as a volunteer. Since graduating, he has honed his expertise in tax law, showcasing his passion for the subject matter. Alongside tax law, David's professional interests also extend to the realms of real estate and technology start-ups, reflecting his diverse and dynamic approach to the legal field.