Non renewal lease letter (guide & samples)

This post covers the non-renewal lease letter.

When a lease term expires, you have the option of renewing the lease with the tenant or landlord or not (of course it is not a mere option, but a legal right)

Now! you have chosen not to renew your lease, how do you exercise that legal option?

Simply write a non-renewal lease letter.

A non-renewal lease letter is a primary legal document used to communicate your non-renewal plans to your tenant or landlord for him or her to be legally notified.

Writing a non-renewal lease letter is a huge legal responsibility; to assist you with the processes I will cover here;

  • what is a non-renewal lease letter
  • when to send a non-renewal lease letter?
  • why a non-renewal lease letter is necessary?
  • what happens if you do not write a non-renewal lease letter?
  • landlord’s reasons for  non-renewal of lease
  • Tenant’s reasons for non-renewal of lease
  • How do I write a letter of not renewing my lease?
  • non-renewal lease letter sample
  • etc.

let’s get started

What is a non-renewal lease letter

A non-renewal lease letter is a brief statement of facts written by a tenant to a landlord or by a landlord to a tenant indicating the tenant’s or landlord’s intention not to renew the lease when it expires.

This letter is also known as a lease termination letter, a notice not to renew a lease or a notice/intent to vacate.

A non-renewal lease letter makes it easier for tenants to demonstrate that they have left the property. It also serves as proof of separation should a tenant incur any post-lease fees or expenses unrelated to property damage.

Why a non-renewal lease letter is necessary?

A non-renewal lease letter is necessary both for tenants ad landlords.

It informs the landlord when the apartment or property will be available for lease so he can show the property to prospective tenants.

This gives the landlord the time they need to find a new tenant to take over the lease, limiting the financial losses they might otherwise face.

A non-renewal lease letter can also be useful when a landlord no longer wishes to rent their property.

This may occur if they decide that it is more profitable to sell the property or if they wish to have the unit vacant for some time, perhaps for repairs or maintenance, to rent the unit to a different tenant at a higher rate in the future.

When to send a non-renewal lease letter?

A non-renewal lease letter is usually sent before the lease expires. However, the exact number of days to send a non-renewal letter varies depending on the lease terms and conditions and the state landlord-tenant law where the property is located.

In most cases, the non-renewal lease letter is supposed to be sent 30,45, 60, or 90 days before the lease expires.

For example, if the lease expires on 31/03/2023 the last date to give your 30-day non-renewal notice is 1/03/2023.

Read also: 30-Day Notice to Landlord (guide +4 samples)

What happens if you do not write a non-renewal lease letter?

If you do not write a non-renewal lease letter, you will be liable for additional rent if you are a tenant, because it is a well-established principle that tenants who stay in their rental beyond the end of a lease without signing a new one are automatically shifted to a month-to-month lease.

If you are a landlord and you did not write a non-renewal lease letter, you may violate local and state housing laws and are obligated to compensate the tenant for any inconvenience.

A landlord will generally be required to send a lease non-renewal letter to a tenant even if the lease agreement does not specifically require it.

Landlord’s reasons for  non-renewal of lease

Your landlord may not wish to non-renew a lease just out of blue he must have a valid reason to do so (But since it is his property, he may do that, not only out of blue but also out of nowhere).

Forget about that!

A landlord may choose not to renew a tenant’s lease for a variety of reasons.  Among the most common are:

  • Maintenance of the property
  • the landlord has decided to sell the property
  • The landlord simply desires to rent to another tenant.
  • if the Tenant is a nice guy (repetitively late on rent payment)
  • If the tenant is causing lease havoc (recurring lease violations) for example The tenant is causing damage to the property that goes beyond normal wear and tear, Overnight guests of a tenant become hidden sub-renters. etc.
  • etc.

Tenant’s reasons for non-renewal of lease

A tenant may also decide not to renew their lease for a variety of reasons as follows

  • moving out of the town
  • Not satisfied with the quality of the property
  •  Not satisfied with his/her relationship with the landlord
  • Bought or build a house
  •  He needs a bigger/smaller property
  • etc.

How to write a non-renewal lease letter

A non-renewal lease letter is formatted as a business letter. Begin with your address and contact information, followed by a date and the landlord’s address, salute the landlord/tenant, and begin your letter by indicating that you are writing to notify your intentions not to renew your lease, then explain what you will do and what the other party is required to do. Sign off with “Sincerely,” followed by your signature and name.

Take into account that the primary aim of your non-renewal lease letter is to notify the other party that you will not renew the lease.

So, to write an effective non-renewal lease letter, do the following:

  • Make sure you Comply with a Lease agreement
    • Before you write your letter, check your lease agreement to see if it requires the same.
    • Focus on the time. When should the letter be sent? the required notice period can range from 30 to 90 days in some cases.
    • However, apart from the length of the notice, your lease agreement may specify what the letter should contain and how it should be delivered.
    • The goal is to write a notice that complies with your lease agreement
  • Includes your name and contact information
  • Include the date of the letter
  • Include the recipient’s name and address
  • Make references to the relevant lease agreement
  •  Indicate the lease expiration date
  • Include the property address
  • Express your intention clearly
  • Explain what will happen for the remaining time of the lease (what you will do and what the other person is supposed to do)
  • Explain what will happens after the lease expires
  • Be simple and straightforward
  • Maintain a professional tone
  • Be honest

Format of a non-renewal lease letter

The format of your non-renewal lease letter should be as follows;

  • Your Address
  • Date
  • Recipient address
  • Salutation
  • [opening paragraph]- A statement that you are writing to inform that you will not renew the lease
  • [body paragraphs]- The reasons for not renewing (optional), what you will do, and what the other party is supposed to do before and after the expiry
  • [closing paragraphs] – insist on the purpose of the letter
  • Sincerely
  • name and signature

Non-renewal lease letter sample

Here I will share with you two samples of non-renewal lease letters sample, one is a nonrenewal lease letter from the landlord to the tenant and the other is a nonrenewal lease letter from the tenant to a landlord

Tenant nonrenewal lease letter to landlord

If the tenant wishes not to renew the lease, he may provide the landlord with the following notice

Your Name
Your Address
City, State, Zip Code
phone
email

DATE

Landlord’s Name
Landlord’s Address
City, State, Zip Code

Re: Notice of Nonrenewal of lease

Dear [landlord’s last name]

This is to inform you that I will not be renewing my lease entered with you on [date of the lease] about Apartment No. 10 located at [address] and I will be leaving my apartment on [date], which is the end of my current lease.

I will gladly meet you at the house any evening after [6 pm] that is convenient for you for a walkthrough to ensure that it is clean and in good condition.

I expect to receive a full refund of my [amount] security deposit via my new address within [number of days] of my departure from the house. I would be grateful if you could send it much sooner.

I’d also like to take this opportunity to thank you for your kind heart and love during our tenancy. I wish you the best of luck. May God continue to bless you and your family.

Please keep in mind that this Non-renewal lease letter serves as the legal notice required by your lease and by state law.

Sincerely

[Your Signature]
[Your Name]

Landlord nonrenewal lease letter to Tenant

If the landlord does not wish to renew the lease, he may give the tenant the following notice

Your Name
Your Address
City, State, Zip Code
phone
email

DATE

Tenant’s Name
Tenant’s Address
City, State, Zip Code

Re: Notice of Nonrenewal of lease

Dear [Tenant’s last name]

This is to notify you that your lease for the property [description and address of property] with an expiration date of [expiration date] will not be renewed. You must leave the premises no later than 1 day from the expiration date.

Your monthly rent payments will remain due in full until the lease expires, and your security deposit will be refunded to your new address after inspecting the premise and being satisfied that it is in the same condition as when you moved in, subject to normal wear and tear; otherwise, the deposit will be used to repair the property, and you will only be refunded the remaining balance if any.

Please contact me to schedule a move-out inspection during normal business hours. I  suggest that you must be present during the inspection and that you return all door keys, garage opener keys, and mailbox keys to me at that time to avoid re-key and replacement fees.

I also require you to provide a forwarding address for any additional notices and the return of your security deposit.

Take note that, this Letter serves as the legal notice required by your lease and state law. Failure to vacate by the lease expiration date may result in legal action, such as eviction, with attorney fees and legal fees, as well as a negative report to credit bureaus.

Sincerely

[Your Signature]
[Your Name]

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Isack Kimaro

Editor-in-chief and founder of sherianajamii.com. Holder of Bachelor of Laws (LL.B) and Post Graduate Diploma in Legal Practice. Lawyer by profession and blogger by passion.

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