What is a Lease Termination Letter?

When you’re moving out of a property, you want to make sure you carefully follow all requirements set out in your lease agreement to avoid any fees or penalties. Sending your landlord or property manager a not renewing lease letter is an integral part of the process. If you’re looking for tips or a sample letter to a landlord about not renewing a lease, we have you covered. Find out what every renter needs to know about sending a not renewing lease letter.

What is a lease termination letter?

A “nonrenewal of lease letter”, also known as a lease termination letter or notice to vacate, is a written document telling your landlord that you intend to move out of a property and end your lease agreement. Most lease agreements require you to give this written notice. You’ll want to check your lease for specifics about the required information you must include.

You’ll typically send a non-renewal of lease letter to a landlord in one of the following two circumstances:

1. You reach the agreed-upon end of your lease term and plan to move out
2. You need to break your lease early

Your lease may require you to give a specific amount of notice. Check your agreement to make sure you know what your landlord expects. Giving 30, 45, or 60 days is common practice.

Why do you need a lease termination letter?

Ending a lease requires renters to follow a procedure to make sure they give notice properly. A nonrenewal of lease letter generally offers the best way to notify your landlord or property manager that you’re ending the lease and moving out of your unit.

Before you write the nonrenewal of lease letter, you’ll want to go over your lease agreement to see if you’ll face any penalties for moving out when you do. It’s also good practice to speak with your landlord directly. Be sure you carefully check the section of your lease agreement that describes renters giving notice about intent to move out. Doing so will help you confirm that any wording you plan to use and the notification process you’re following complies with the lease you signed.

Although not every lease will require the renter to give written notice about moving out when the lease expires, some situations will always necessitate sending a formal letter to your landlord. Examples include the following:

• You signed a month-to-month lease agreement
• You originally agreed to a lease, but neither you nor the landlord renewed the terms, and you automatically rolled into a month-to-month lease
• You have a lease term that automatically renews, you want to move out instead of letting the agreement auto-renew
• You break a lease before the agreement expires

Keep in mind that if you are breaking a lease, you’ll have to take additional considerations such as possible penalties and fees into account. For example, some lease agreements require a renter breaking a lease early to pay up to two months of rent in addition to forfeiting the security deposit.

Tips for Writing a Nonrenewal of Lease Letter

You’ll want to keep some tips for best practices in mind when you write your not renewing lease letter:

• Before you start, check your lease agreement for specific instructions about what you must include in your letter and how you need to deliver it to your landlord.
• Keep your writing polite and straightforward. This letter is not an opportunity to air your grievances.
• Make sure you include your contact information and new property address so that your landlord can return your security deposit.
• Keep an exact copy of the letter for yourself. Photocopy the letter so that you have it for your records.
• Follow any specific instructions about delivering a not renewing lease letter as set out in your lease. Consider sending the letter using certified mail, even if your agreement does not require it, requesting a return receipt to offer extra protection.

You may also want to ask for a formal walk-through of your property with your landlord or property manager. Walking through the unit with your landlord will give you a chance to document anything you’ll need to repair or have deducted from your security deposit.

Nonrenewal of Lease Sample Letter

If you’re not sure how to start writing your letter, using a basic template can help. You can tailor this sample letter of not renewing lease for an apartment to suit your needs:

[Your Name]
[Your Apartment Street Address] [Your Unit Number]
[City, State ZIP Code]
[Date]
[Name of Your Landlord and Property Management Company]
[Address as Printed on Your Lease]
[City, State ZIP Code]

Dear [Name of Landlord/Property Manager]:

This letter serves as my written [give the number of days as required by your lease agreement]-day notice that I will be moving out of my unit on [move-out date], the end of the current lease.

Please advise when you will return my security deposit of $[enter amount as stated in your lease]. Please also advise if you will be deducting any amount due to damages falling outside of normal wear and tear.

[Although the following information isn’t strictly required, it works well as a professional courtesy:] I am leaving because of [a rent increase, new job, etc.].

You can reach me at [phone number, email, and new address] after [moving day].

Sincerely,
[Your Signature]
[Your Name]
[Your Apartment Number]

Whether you need to break a lease agreement or you’re just not planning to renew your lease when the current term expires, you want to properly inform your landlord or property manager before you move out. Sending a not renewing lease letter provides a formal record of your intentions. Once you understand the basics, you’ll have the confidence to write and send one when you’re ready to move out of your current place.