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NOT Renewing Lease Letter | Sample

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A letter to NOT renew a lease, also known as a ‘notice of non-renewal‘, gives notice to a landlord or tenant that they do not wish to renew a lease agreement. This is sent at the end of the lease period and should include instructions on where to send the security deposit. A landlord or tenant may choose to not renew a lease for any reason except for discrimination or retaliation.

Table of Contents

What is a Letter to Not Renew?

A letter to not renew informs a landlord or tenant that they will not be renewing their lease agreement. This is common within 60 days of the lease expiration date and includes instructions on where to return the security deposit. After notice has been sent, the landlord and tenant will communicate on available times to take photos to market and show the property to prospective tenants.

Reasons to NOT Renew

  • New landlord;
  • Change of management;
  • Construction;
  • Needed repairs;
  • Tenant is repetitively late on rent; or
  • Tenant is constantly violating the lease.

How to Send (4 Steps)

Sending a letter to a tenant is recommended with at least 60 days’ notice. This is to give the tenant adequate time to prepare and find new housing.

Step 1 – Check the Original Lease

It’s best to verify when the lease agreement ends. It’s also a good idea to review what furniture and appliances were provided by the landlord to ensure it remains on the premises after move-out. In addition, any refundable fees to be paid back to the tenant should be accounted for and included in the letter.

Month-to-Month Lease Termination Letter – If it’s a month-to-month lease, a letter must be sent in accordance with State law (commonly 30 days’ notice).

Step 2 – Write and Send the Letter

The landlord is not obligated to write specific reasons for not renewing unless they feel the need. If the landlord does write the reasons, they must make sure it’s not discriminatory or retaliatory. Otherwise, they could end up in legal trouble.

Sending – The letter can be sent via standard mail or e-mail. There is no legal obligation for the landlord to provide notice of non-renewal at the end of a lease term.

Step 3 – Perform an Inspection

Before the tenant leaves the property, it’s best for the landlord and tenant to perform an inspection of the premises. The move-out checklist should be used by both parties writing any damage that is noticed. After the inspection is complete, the landlord and tenant should sign the move-out checklist.

Step 4 – Send Security Deposit

After the tenant has moved out and the landlord has received an estimate for the damage found, the tenant will be sent their remaining security deposit. The landlord must send the deposit to the tenant’s forwarding address within the State return limit. If not, the landlord can be subject to penalties and fines.

Sample

NON-RENEWAL LEASE LETTER

May 2, 2020

ABC Landlord LLC
Jon Abrams
123 Main st
Los Angeles, CA 90012

RE: NOTICE TO NOT RENEW

Tenant(s): John Goodstein and all others in possession.

THIS IS OFFICIAL NOTICE that your current lease will not be renewed for the property located at:

1005 Broadway, Santa Monica, CA 90401

FURTHERMORE, the last day of tenancy will be: May 31, 2020

You are required to vacate the property on your last day of the tenancy period. The lease agreement states that the property must be made into the same condition upon move-in, wear and tear excepted. In addition, all keys, fabs, and other devices used to enter the property shall be given to the landlord. All personal property the tenant leaves on the property shall become the possession of the landlord.

Your forwarding address must be given for notices and the return of any security deposit. If any damage is found on the property, it shall be deducted from the security deposit in accordance with State law.

 

Date: May 2, 2020

Landlord’s Name: Jon Abrams

How to Write

Download: Adobe PDF, MS Word (.docx), OpenDocument

Step 1 – Download The Template On This Page To Inform A Lease Participant Of A Non-Renewal Of Terms

The template on this page will act to inform a Tenant that renewing a current lease will not be an option and can be viewed in the sample image on this page. to obtain your copy you must determine whether you wish to work with a “PDF” file, a “Word” document, or an “ODT” file then select the appropriate button displayed on this page. As a matter of convenience, you may also make this selection using the “Adobe PDF,” “MS Word (.docx),” or “OpenDocument” links in this area of the site.

Step 2 – Formally Date The Intent Of Non-Renewal

The majority of formal correspondence that are sent must bear a date. While this letter may not necessarily be a requirement to inform a Tenant that a lease will be allowed to terminate naturally, it should nonetheless be associated with a specific “Date.” Thus, once you access your obtained template, locate the line labeled “Date” in the header on the left then supply the desired filing or effective date for this letter in a standard date format. 

 

Step 3 – Present The Landlord As The Generator Of This Letter

The Landlord initiating this correspondence will need to be named at the onset of this document. This letter’s header shall provide several lines that enable the identification of the Landlord and the return address for this letter to be presented to the Recipient. Begin satisfying this area by reporting the full name of the Landlord on the line labeled “Landlord’s Name”   Three distinct lines are provided for the documentation of the Landlord’s return address for this letter. The “Street Address” line refers to the first line of this Party’s mailing address and generally consists of either the Landlord’s P.O. Box Number information or the building number, street/road name or number, and suite number where any formal answers to this letter set in writing must be received.  The two lines separated with a comma and labeled “City, State” allow the continuation of this address with the information this label requests. Dispense the return address’s city and state on the “City, state” lines (see below).  Finally, complete the Landlord’s return address by supplying the postal code necessary to direct mail to it by reporting it on the line labeled “Zip Code.”   

 

Step 4 – Directly Address Every Tenant Set As The Recipient

The Tenant this letter is targeting must be named in its greeting. Locate the label “Tenant(s)” just under the bold words “Re: Notice To Not Renew.” The blank line following this label must be populated with the full name of each Tenant who has signed the non-renewable lease this letter concerns.    

 

Step 5 – Name The Property That Must Be Vacated

The topic of this letter will concern a specific property. Locate the lease that will be allowed to terminate then transcribe the physical address of the leased premises to the blank line following the words “…For The Property Located At” The physical address of the premises reported here will ideally allow access to the premises if visited but must be reported exactly as it appears in the concerned lease.  

 

Step 6 – Dispense The Formal Date When Tenancy Is Set To Terminate

Generally, many would agree that solidifying the termination date of the current lease in this letter is a wise precautionary measure that will aid in avoiding any future misunderstandings regarding the expected timeline. Once again, refer to the original lease, then report date it sets as its official termination across the two lines in the statement beginning with the word “Furthermore…” 

 

Step 7 – Solidify The Facts Of This Letter With A Proper Execution

The Landlord issuing this letter must prove that its point of origin. This is best achieved by executing this paperwork through the act of signing and dating it. Once the basic facts for this non-renewal notice have been presented above then double-checked for accuracy, the Landlord must continue to the end of the letter then sign the line designated as “Landlord’s Signature.” In addition to this, a signature “Date” must be reported on the blank line to the right of the signature.  The “Landlord’s Name” line below the signature area seeks the full printed name of the Landlord displayed. Furnish this item to complete this template.  

Related Forms


Lease Renewal Letter – To start a new period under the same or similar lease terms.

Download: Adobe PDF, MS Word, OpenDocument

 

 

 


Lease Agreement – A rental contract between a landlord and a tenant.

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Lease Extension Letter – Extends the expiration date of a current lease.

Download: Adobe PDF, MS Word, OpenDocument

 

 

 


Month-to-Month Lease Termination Letter – Used by a landlord or tenant to cancel a month-to-month lease.

Download: Adobe PDF, MS Word, OpenDocument

 

 

 


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