Renewal lease letter 2023 (guide + free samples)

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This post covers everything you need to know about the renewal lease letter

Over the last year, more than 57% of market-rate tenants with an expiring lease renewed. (source)

A lesson from that number?

It is very challenging to find a great tenant, therefore as a landlord, you’ll do everything in your power to make a good tenant stay.

The same applies to landlords.

As a tenant, you will also want to stay with a good landlord who can even make you forget about owning your house.

If that is the case, you need a renewal letter to help express your intent to renew the existing lease.

Even before the lease expires, issuing a renewal letter to a landlord or tenant is a great approach to demonstrate that you still want to maintain your tenant-landlord relationship.

Writing an effective lease renewal letter is a huge legal responsibility; to help you with the processes here, I will guide you through;

  • What is a renewal lease letter?
  • When to send a renewal lease letter?
  • Why is a renewal lease letter necessary?
  • What happens if you do not write a renewal lease letter?
  • Things to consider before writing a renewal lease letter
  • How do I write an effective renewal lease letter?
  • Renewal lease letter template
    • renewal lease letter to the tenant
    • renewal lease letter to the landlord
  • How to deliver your renewal lease letter
  • etc.

Let’s get started

What is a renewal lease letter?

A renewal lease letter is a brief statement of facts written by a tenant to a landlord or by a landlord to a tenant declaring the intention to renew or extend the tenancy when the current lease expires.

In addition to the extension, the lease renewal letter may also propose other changes to the lease, such as raising or lowering the rent or adding property restrictions.

A renewal lease letter is not binding, it is just an offer to renew the existing lease, once accepted parties will have to sign a binding lease agreement that reflects the renewal terms.

If a landlord or tenant does not want to renew the lease, he must send a nonrenewal lease letter to that effect.

When to send a renewal lease letter?

A renewal lease letter is typically sent 30 days, 45 days, 60 days, or 90 days before the lease expires. The exact number of days to send a renewal letter varies depending on the terms and conditions set forth in the lease agreement as well as the state landlord-tenant law in the state where the property is located.

For example, if your lease expires on May 31, 2024, the deadline for providing your 30-day non-renewal notice is May 1, 2024.

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

Why do you need a renewal lease letter?

A renewal lease letter is required for both tenants and landlords.

Here is why

  • It is a legal way to express the intention to renew the lease and help you with lease agreement compliance.
  • It is a quick indicator that both parties enjoy the tenancy
  • Once successful, the renewal lease letter will; (reasons to renew the lease)
    • saves landlords time and money by eliminating the need to find a new tenant.
    • saves the tenant from the move-out hassles and finding a new home
    • prevents vacancy and rental income loss caused by the rental vacancy.
    • lowers the danger of leasing to a problematic tenant, which can happen even with the finest tenant screening.

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

If you do not write a renewal lease letter, it will be assumed that you do not wish to continue with the tenancy, and you will be obliged to send a nonrenewal lease letter to communicate your intention not to renew the lease when it expires.

When you opt to do nothing, that is, if you do not write either a renewal lease letter or a nonrenewal lease letter, you will be in violation of the lease agreement and tenancy regulations, and the following might happen.

If you are a landlord you may be required to compensate the tenant for any inconvenience.

If you are a tenant, your lease will automatically convert to a month-to-month lease arrangement, and you will continue to pay rent on a monthly basis until one of the parties decides to terminate or renew the lease.

Things to consider before writing a renewal lease letter

The following are the most important things to consider before sending a lease renewal letter to your tenant or landlord.

If you don’t pay attention to these things, you will regret)

Is your tenant or landlord worth it?

This should be your first consideration.

There is no need to keep a tenant or landlord who is not worth your resources

It makes sense to maintain your tenants if they look after the property, are easy to work with, and pay the rent on time each month.

You won’t have to deal with the headache of finding new tenants, and you’ll guarantee that your apartment has the best tenants who will pay their rent on time.

On other hand, if satisfied with the quality of the property and your relationship with the landlord it’s better to renew the lease than bother finding a new one.

Timing

Times your time before time times you.

Verify your lease’s expiration date to be sure you’re requesting a renewal at the appropriate time.

For instance, if you offer a renewal 90 days before your lease ends, you and your renters will have 30 days to decide whether to proceed with the renewal or not. If they are not interested, you would then have 60 days to find new tenants.

Check your local landlord-tenant regulations, as some towns and states have more stringent requirements for how far in advance a person must provide a notice of renewal.

Think about changes

Do you want to change anything on your coming lease?

What do you prefer?

A new lease with old terms or old terms in the new lease? ( i stole it from that saying ‘a new bottle but old wine, old wine in a new bottle’)

The choice is yours.

But if you wish to change anything (rent, lease term, rental rules, etc) you should figure it out in advance and indicate the same in your letter.

A deadline is your friend

A lease renewal notification should contain a deadline for the recipient to react if they wish to extend the lease with the new terms and conditions mentioned in the lease renewal notice.

If a tenant or landlord does not agree to a lease renewal within a specified time, the other parties should have enough to take the necessary steps. A landlord would find another tenant while a tenant would find another house.

How to write an effective renewal lease letter

A renewal lease letter is written in a business letter format. Begin with your address and contact information, followed by a date and the landlord’s or tenant’s address, salute the landlord/tenant, and begin your letter by indicating that you are writing to notify your intentions to renew your lease, and provide the details of renewal.

Sign off with “Sincerely,” followed by your signature and name.

REMEMBER the primary aim of your renewal lease letter is to notify the other party of your intentions to renew the lease.

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

  • Make sure you comply with a Lease Agreement
    • Before you write your letter, consider the provisions of your lease agreement in relation to lease renewal
    • Focus on the time. When should the letter be sent?
    • 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 should be 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
  • Specify the additional term
  • Provide the renewal rent
  • State what you want the recipient t do in response to your letter
  • Be simple and straightforward
  • Maintain a professional tone
  • Be honest

Renewal lease letter template

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

DATE

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

Re: Notice of Intention to renew the lease

Dear [recipeint last name]

This is to inform you that I/We intend to renew our lease agreement dated [start date of existing lease] that will end on [the end date of existing lease].

Due to [describe the motives behind the renewal] I/We would like to extend our lease for another [Enter Term] at the monthly rental of [Enter Rent ($) Amount].

Please notify me/us by [Enter Date] through [email/phone] if you accept this offer.

Sincerely

Signature

Name

Renewal lease letter pdf

Renewal lease letter to tenant (sample)

Renewal lease letter to tenant, Renewal lease letter to tenant sample

The following is a sample renewal lease letter from the landlord to the tenant

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

DATE

Tenant’s Name
Address
City, State, Zip Code

Re: Notice of Intention to renew lease

Dear [Tenant’s last name]

This is to inform you that I intend to renew our leasing agreement dated May 02, 20…, which expires on May 02, 20… (90 days from now)

You have been a perfect tenant throughout your tenancy, you always pay your rent on time and make sure the house is in good condition. I’d like to renew our lease for another year at the same $1,200 monthly rent.

If you accept this offer, please notify me by January 1st, 20…(30 days from today) at my above email or phone number.

Sincerely

Signature

Name

Renewal lease letter to landlord (sample)

Renewal lease letter to landlord, Renewal lease letter to landlord sample

The following is a sample renewal lease letter from the tenant to the landlord.

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

DATE

Landlord’s Name
Address
City, State, Zip Code

Re: Notice of Intention to renew the lease

Dear [Landlord’s last name]

It is with great enthusiasm that I’m writting this letter to notify you that I wish to renew our lease agreement dated May 02, 20…, which expires on May 02, 20… (90 days from now)

Throughout my tenancy, you have proven to be a compassionate and responsible landlord. I’d like to renew our lease for another 1 year at the same $1,200 monthly rate.

If you accept this offer, please notify me by January 1, 2020 (30 days from today) via the email or phone number listed above.

Please note that I’m also open to any renewal offer from you.

Sincerely

Signature

Name

How to effectively deliver a renewal lease letter

This is just as important as composing your letter.

To be effective, your letter must reach the intended recipient.

The best way to serve your renewal lease letter may be governed by your lease agreement or relevant legislation in your state.

Generally, the following are efficient ways to deliver your renewal lease letter

  • Delivers the notice by hand to the tenant or landlord’s residence or workplace
  • Serving the letter by certified mail so that you can have proof of delivery ( use the mail address indicated in your lease agreement)
  • Make use of a sheriff or process server.

Don’t forget to keep a copy.

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Isack Kimaro
Isack Kimaro

Holder of Bachelor of Laws (LL.B) and Post Graduate Diploma in Legal Practice. I am dedicated to providing valuable and easy-to-understand legal information for individuals at all levels of understanding. Whether you are a layperson looking to increase your knowledge, a law student striving to excel in your studies, or a practicing lawyer wanting to expand your expertise, I am here to help. I'm not creating content, I'm creating awareness to empower you to take control of your legal understanding and achieve your goals.