Not Renewing Lease Letter (How to Write + Templates)

A not renewing lease letter is a formal acknowledgment that the landlord or a tenant does not wish to renew their lease at a certain time.

The landlord may want to free up the space for a new tenant or are tired of their current tenant who is not following the rules or paying the rent on time. On the other hand, the tenant may need to move or want to choose a new place to live. In both cases, the lease non-renewal letter will help alert the other party and get things started for ending the agreement.

What is Lease Non-Renewal Letter?

A non-renewal lease letter is simply a notification that a landlord can provide to their tenant, letting the tenant know that the lease will not be renewed. Many landlords will agree to renew the lease with good tenants, but if a tenant did not follow the rent rules, delayed paying the rent, or is not a good tenant, a non-renewal lease letter may be the right solution.

A tenant can write a non-renewal lease letter as well. When the tenant writes the letter, they give the landlord notice that they do not intend to stay in the property once their original lease is over. This gives the landlord more time to look for a new tenant and fill the property. The tenant benefits by getting a good recommendation from the landlord for the courtesy, making it easier to move into a new apartment.

The not renewing lease letter is a simple document that will help both sides know what is going on. When the landlord writes the letter, the tenant will not be left wondering whether the lease will be renewed and will have time to move on.

Likewise, when the tenant writes the letter, the landlord has time to look for a new tenant and will not be caught by surprise when the tenant shares his decision to move out.

Before sending the letter, there are a few items that you need to include to make it official.

These include:

Step 1: Read the original lease 

Before you write a non-renewal lease letter, it is important to take a look at the original terms of the lease. The lease protects both parties from unfair treatment, so you must follow it when writing the letter, or it will not work.

The first thing to check here is the notice requirement. Both tenants and landlords will need to give enough notice in the letter rather than doing it at the last minute. Most lease agreements state 30 to 60 days for the notice. This gives the tenant enough time to look for a new apartment and move out, allowing the landlord time to look for a new tenant, and limiting the time the building is empty.

Step 2: Write the lease non-renewal letter 

Details are important in your non-renewal lease letter. This makes sure that both parties are aware of the issues and that there are no misunderstandings. Both tenant and the landlord should write their names and the property’s address on the top and the exact date that the lease will end. The party writing the letter should sign it and keep a copy for their records in case it is needed later.

The letter should also state why either party is not willing to renew the lease.

For example:

Landlords may not renew the lease if the tenant is frequently violating the terms of the lease or they do not pay their rent on time.

Sometimes the landlord may decide they or a family member needs to move into the building after the lease is done, so they decide not to renew it.

On the other hand, the tenant may want to write a not renewing lease letter when there is a new landlord put in charge, the management company changes, or if there are repairs needed on the property that the landlord ignores. The tenant may also choose not to renew their lease if they got a new job in another city or they wish to move into a different apartment.

Step 3: Send the letter 

This is another chance to look at the lease for advice. The lease may describe how you should send the letter, so follow those rules. If there are no specifications in the lease, then you have a few options. Sending by certified mail is a good way to ensure delivery, but always call the other party a few days later to make sure they received the document.

In some situations, it is possible to complete an online form or email the information to the necessary party to get things going. Check with your lease and management company to see if this is an option.

Step 4: Inspect the property

The landlord should inspect the property once the tenant has removed all of their personal belongings. The tenant should be present during the inspection to make sure that the property is in good shape, answer questions from the tenant, and discuss how much, if any, of the security deposit will come back to the tenant.

The landlord and tenant may be able to discuss some of the needed repairs, though standard wear and tear should be expected in the apartment, no matter how long the tenant was there.

This inspection should not take too long to complete, as long as the tenant took good care of the property and both the landlord and the tenant should sign a paper agreeing about the results of the inspection too.

Step 5: Send/receive the security deposit 

After the inspection is done and the tenant moves out, the security deposit will need to be utilized. If there was a lot of damage around the property, the landlord may keep the deposit to help handle the repairs. The exact way that the security deposit can be used will depend on the terms of the lease.

When a tenant has taken good care of the property, then the security deposit will be sent back to them. The landlord should have the new address and contact information for the tenant so they can send the security deposit back. The tenant should receive it shortly after moving; otherwise, discuss it with the landlord.

It is important to add lots of details to your non-renewal lease letter. This helps avoid confusion and puts both the landlord and the tenant on the same page from the start.

Some of the items that should be included in the not renewing lease letter include:

Letter date

Put the current date on top of the letter. This helps both parties remember when the non-renewal letter was written and will help them know that the date fits in with the requirements for notice on the original lease.

Landlord’s personal information

Include the personal information of the landlord. This will include the landlord’s or the property management’s name. In addition, include the legal entity that the landlord represents if necessary.

Tenant’s personal information

Include information about the tenant. This can include the names of the tenants listed on the lease agreement.

Mailing address

When the landlord sends the letter, it is important that they include a mailing address. This must be an address that can receive responses in case the tenant has a question or would like to send something back.

Likewise, when the tenant writes a not renewing lease letter, they should also include their mailing address so that the landlord can send them their security deposit due. Open communication is important between both tenant and landlord during this time.

Property details

Include details about the property that is being discussed. The physical address of the property is often enough, but you may want to include any special property details depending on the property.

Statement of non-renewal of lease

The landlord or the tenant must write out their statement declaring they do not wish to renew the lease agreement when it ends. A simple statement is enough, but it may be useful to add information about why the lease will not be renewed.

Date of termination of lease

Within the letter, list out the date when the lease will be terminated. It is best to put a specific date, like September 1, 2022, rather than saying the lease ends in 60-days or at the end of the original lease. A specific date can help avoid confusion. Double-check that the date you choose is enough notice provided in your lease.

Signatures

There needs to be space for both the tenant and the landlord to sign the agreement once it has been received. This acknowledges that both parties have read through and understand the lease non-renewal letter and agree to the terms. Any changes in terms should be discussed before signing.

Finding a template for a lease non-renewal letter can make writing it easier, for both the tenants and the landlords, when a lease is up. These templates can save you time compared to preparing a letter from scratch and ensure that you include all relevant information.

Check out these free and customized templates to help you create your own non-renewal lease letter.

#01

#02

#03

#04

#05

#06

#07

#08

#09

#10

How Many Days’ Notice Should be Given for Non-Renewal of Lease?

The amount of notice you should give on the letter of non-renewal will depend on what is allowed by your state and what is listed within the lease. If the lease lists out the amount of notice required, then this is the rule that you should follow.

Tenants and landlords are allowed to give as much additional notice as they wish. A good rule of thumb for writing a non-renewal lease letter is 60-days. This works well for both the tenant and the landlord. The tenant will have enough time to find a new property and move out without having to rush too much, and the landlord will have more time to advertise and find a new tenant to move into the property.

A 30-day notice is typical for many states, though it may change based on whether the lease is month to month or a yearly lease. Several states will require no notice for those who are on a yearly or fixed term elase including Alabama, Alaska, Arizona, Arkansas, Hawaii, Idaho, and Louisiana. These states will require a 30-day notice for tenants on a month to month lease.

Colorado will only require 21 days for a month to month lease while Illinois and Florida will require 30-days for the month to month and 60-days for a yearly or fixed term lease. Connecticut has the shortest with the month to month not having any set rule and the yearly lease requiring only three days.

When a landlord or a tenant does not wish to renew the lease at any point in the relationship, they can write a lease non-renewal letter to let the other party know of their intentions. This letter must be sent with enough notice to satisfy the lease and state laws. By following the steps explained above, you will be able to write an efficient lease non-renewal letter.

About This Article

Authored by:

Terry M. Keller

Legal Contract Writing for Real Estate, Real Estate Law Specialist

Terry M. Keller, Principal and Managing Attorney at Keller Law Offices, is a distinguished expert in real estate law. With foundational experience at the U.S. Attorney’s Office in Tennessee, he founded his firm in Nashville and Chicago, rapidly carving a niche in legal contract writing and real estate legalities. Terry excels in drafting comprehensive real estate contracts and guiding clients through intricate transactions and disputes. His analytical skills, combined with adept negotiation tactics, make him a trusted advisor for a spectrum of real estate stakeholders. Recognized in renowned legal circles, Terry's dedication to client success and legal precision solidifies his reputation as a leading real estate law authority.