Crafting a clear and concise rent letter is crucial for both landlords and tenants. These letters serve as important documentation for various purposes, from requesting repairs to giving notice of intent to vacate. A well-written rent letter ensures clarity, avoids misunderstandings, and can be vital in resolving disputes amicably. This article provides 14 sample rent letters to cover a range of common rental situations.
Whether you’re a landlord needing to address late rent payments or a tenant requesting a lease renewal, these templates offer a starting point for your communication. Remember to always personalize the letters to accurately reflect your specific circumstances and maintain a professional tone. Good communication is the foundation of a positive landlord-tenant relationship.
The provided samples cover key scenarios like rent increase notices, lease termination letters (from both tenant and landlord), request for repairs, late rent notices and many others. You will find a template that will suit your specific needs. Remember to include all relevant information, such as addresses, dates, and specific details about the matter being addressed.
Rent Letter Samples:
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Sample 1: Late Rent Notice (Landlord to Tenant)
[Your Name/Company Name]
[Your Address]
[Date][Tenant Name]
[Tenant Address]Subject: Late Rent Payment
Dear [Tenant Name],
This letter is to inform you that your rent payment for [Month], which was due on [Date], is now overdue. The current outstanding balance is $[Amount].
Please remit the full payment within [Number] days to avoid late fees as outlined in your lease agreement. Late fees of $[Amount] will be applied if payment is not received by [Date]. You can make the payment via [Payment Methods, e.g., check, online portal].
Sincerely,
[Your Name/Company Name] -
Sample 2: Request for Repairs (Tenant to Landlord)
[Your Name]
[Your Address]
[Date][Landlord Name/Company Name]
[Landlord Address]Subject: Request for Repairs – [Address of Rental Property]
Dear [Landlord Name],
I am writing to request urgent repairs at my rental property located at [Address of Rental Property]. Specifically, [Describe the issue clearly and concisely. e.g., “the kitchen sink is leaking,” “the toilet is clogged,” “the heating system is not working”].
This issue is causing [Explain the impact of the issue. e.g., “water damage,” “inconvenience,” “health concerns”]. I kindly request that you arrange for a qualified professional to address this repair as soon as possible.
Please let me know when I can expect the repairs to be completed. You can reach me at [Your Phone Number] or [Your Email Address] to schedule a time.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name] -
Sample 3: Lease Renewal Request (Tenant to Landlord)
[Your Name]
[Your Address]
[Date][Landlord Name/Company Name]
[Landlord Address]Subject: Lease Renewal Request – [Address of Rental Property]
Dear [Landlord Name],
I am writing to express my interest in renewing my lease for the property located at [Address of Rental Property]. My current lease expires on [Date].
I have enjoyed living at this property and would like to continue residing here. Please let me know the terms of the lease renewal, including the rental rate, lease duration, and any other changes to the current lease agreement.
I look forward to hearing from you soon. You can reach me at [Your Phone Number] or [Your Email Address].
Sincerely,
[Your Name] -
Sample 4: Rent Increase Notice (Landlord to Tenant)
[Your Name/Company Name]
[Your Address]
[Date][Tenant Name]
[Tenant Address]Subject: Rent Increase Notice – [Address of Rental Property]
Dear [Tenant Name],
This letter is to inform you of an increase in your monthly rent for the property located at [Address of Rental Property]. Effective [Date], your monthly rent will be increased from $[Current Rent] to $[New Rent].
This increase is due to [Explain the reason for the increase – e.g., market conditions, increased property taxes, property improvements]. This rent will be due on your normal payment schedule.
The new lease term will be for [Lease Term Length, i.e., 12 months]. Please let me know if you have any questions or concerns regarding this rent increase.
Sincerely,
[Your Name/Company Name] -
Sample 5: Notice of Intent to Vacate (Tenant to Landlord)
[Your Name]
[Your Address]
[Date][Landlord Name/Company Name]
[Landlord Address]Subject: Notice of Intent to Vacate – [Address of Rental Property]
Dear [Landlord Name],
Please accept this letter as formal notification that I will be vacating the property located at [Address of Rental Property] on [Date of Vacating]. This date is [Number] days/months from today, fulfilling the notice requirements outlined in my lease agreement.
I will ensure the property is left clean and in good condition, as per the terms of my lease. Please let me know the procedure for returning the keys and receiving my security deposit.
My forwarding address is: [Your Forwarding Address].
Sincerely,
[Your Name] -
Sample 6: Lease Termination Notice (Landlord to Tenant – Due to Lease Violation)
[Your Name/Company Name]
[Your Address]
[Date][Tenant Name]
[Tenant Address]Subject: Lease Termination Notice – [Address of Rental Property]
Dear [Tenant Name],
This letter serves as notification that your lease agreement for the property located at [Address of Rental Property] is being terminated due to a violation of the lease terms, specifically [Specify the Lease Violation – e.g., “unauthorized pet,” “excessive noise complaints,” “failure to pay rent”].
According to your lease, you are required to vacate the premises by [Date]. Failure to do so will result in further legal action, including eviction proceedings.
Please ensure all your belongings are removed from the property and the keys are returned on or before the aforementioned date. We will schedule a walk-through inspection to assess any damages.
Sincerely,
[Your Name/Company Name] -
Sample 7: Permission to Sublet (Landlord to Tenant)
[Your Name/Company Name]
[Your Address]
[Date][Tenant Name]
[Tenant Address]Subject: Permission to Sublet – [Address of Rental Property]
Dear [Tenant Name],
This letter confirms that I/we grant you permission to sublet the property located at [Address of Rental Property] for the period from [Start Date] to [End Date].
This permission is granted with the following conditions: [Specify conditions. e.g. “You remain responsible for all terms of the lease.”, “The subletter must complete an application and be approved by us.”, “Rent will still be paid directly by you.”].
Please provide us with the name and contact information of the proposed subtenant before [Date]. We reserve the right to approve or deny the sublet based on a standard screening process.
Sincerely,
[Your Name/Company Name] -
Sample 8: Request for Rent Reduction (Tenant to Landlord)
[Your Name]
[Your Address]
[Date][Landlord Name/Company Name]
[Landlord Address]Subject: Request for Rent Reduction – [Address of Rental Property]
Dear [Landlord Name],
I am writing to request a temporary reduction in my monthly rent for the property located at [Address of Rental Property]. My current rent is $[Current Rent] per month.
Due to [Explain reason for rent reduction request – e.g., “loss of employment,” “medical expenses,” “significant decrease in income”], I am experiencing financial difficulties and am finding it challenging to meet my rental obligations. I am requesting a temporary reduction in my rent to $[Requested Reduced Rent] per month for a period of [Number] months, starting [Start Date].
I am committed to fulfilling my lease obligations and hope we can reach a mutually agreeable solution during this difficult time. You can reach me at [Your Phone Number] or [Your Email Address].
Sincerely,
[Your Name] -
Sample 9: Notice of Entry (Landlord to Tenant)
[Your Name/Company Name]
[Your Address]
[Date][Tenant Name]
[Tenant Address]Subject: Notice of Entry – [Address of Rental Property]
Dear [Tenant Name],
Please be advised that I/we will be entering the property located at [Address of Rental Property] on [Date] at approximately [Time].
The purpose of this entry is to [State Reason for Entry – e.g., “conduct routine maintenance,” “inspect for repairs,” “show the property to prospective buyers/renters”]. This notice is given in accordance with the terms of your lease agreement and the applicable laws.
We will ensure the entry is conducted respectfully and with minimal disruption. If this time is not convenient, please contact me within [Number] hours to reschedule.
Sincerely,
[Your Name/Company Name] -
Sample 10: Security Deposit Return Letter (Landlord to Tenant)
[Your Name/Company Name]
[Your Address]
[Date][Tenant Name]
[Tenant Address]Subject: Security Deposit Return – [Address of Rental Property]
Dear [Tenant Name],
Enclosed is a check for $[Amount], representing the return of your security deposit for the property located at [Address of Rental Property].
The original security deposit amount was $[Original Security Deposit Amount]. Deductions were made for the following reasons: [List Deductions and Amounts with Explanations – e.g., “Cleaning Fee: $50 (property was not left in clean condition), Repair to damaged wall: $100”]. Attached is an itemized list of deductions.
If you have any questions regarding these deductions, please contact me at [Your Phone Number] or [Your Email Address].
Sincerely,
[Your Name/Company Name] -
Sample 11: Agreement to Early Lease Termination (Landlord to Tenant)
[Your Name/Company Name]
[Your Address]
[Date][Tenant Name]
[Tenant Address]Subject: Agreement to Early Lease Termination – [Address of Rental Property]
Dear [Tenant Name],
This letter confirms our agreement to terminate your lease agreement for the property located at [Address of Rental Property], effective [Termination Date]. Your original lease was scheduled to expire on [Original Lease Expiration Date].
This termination is subject to the following conditions: [List Conditions – e.g., “Payment of an early termination fee of $[Amount]”, “Returning the property in a clean and undamaged condition”, “Cooperating in showing the property to prospective tenants”].
Upon fulfillment of these conditions, you will be released from any further obligations under the lease agreement. Please sign and return a copy of this letter to acknowledge your agreement with these terms.
Sincerely,
[Your Name/Company Name] -
Sample 12: Landlord’s Consent to Assignment of Lease (Landlord to Tenant)
[Your Name/Company Name]
[Your Address]
[Date][Tenant Name]
[Tenant Address]Subject: Landlord’s Consent to Assignment of Lease – [Address of Rental Property]
Dear [Tenant Name],
This letter confirms our consent to the assignment of your lease agreement for the property located at [Address of Rental Property] to [Name of Assignee], effective [Date of Assignment].
This consent is granted subject to the following conditions: [List Conditions – e.g., “The assignee must complete a rental application and be approved by us.”, “You remain secondarily liable for the lease obligations.”, “The assignee agrees to abide by all the terms and conditions of the original lease agreement.”].
Please provide us with the assignee’s contact information: [Assignee’s Phone Number] and [Assignee’s Email Address].
Sincerely,
[Your Name/Company Name] -
Sample 13: Dispute of Rent Increase (Tenant to Landlord)
[Your Name]
[Your Address]
[Date][Landlord Name/Company Name]
[Landlord Address]Subject: Dispute of Rent Increase – [Address of Rental Property]
Dear [Landlord Name],
I am writing to formally dispute the rent increase notice I received on [Date of Rent Increase Notice], regarding the property located at [Address of Rental Property]. The notice indicated an increase from $[Current Rent] to $[New Rent], effective [Effective Date of Rent Increase].
I believe this rent increase is [Choose one: unwarranted/unreasonable/in violation of local rent control laws] because [State your specific reasons for disputing the increase. Be factual and concise. e.g., “the increase exceeds the allowable limit under local rent control laws.”, “the property has not been adequately maintained and significant repairs are needed”, “the increase is discriminatory”].
I request that you reconsider this rent increase and provide justification for the proposed amount. I am prepared to discuss this matter further and seek a mutually agreeable resolution. You can reach me at [Your Phone Number] or [Your Email Address].
Sincerely,
[Your Name] -
Sample 14: Request for Landlord’s Information (Tenant to Landlord Representative)
[Your Name]
[Your Address]
[Date][Landlord Representative Name/Company Name]
[Landlord Representative Address]Subject: Request for Landlord’s Information – [Address of Rental Property]
Dear [Landlord Representative Name],
I am writing to request the name and address of the actual owner (landlord) of the property located at [Address of Rental Property]. While I understand you represent the landlord, I require this information for [State the reason for needing the landlord’s information. e.g., “to file a complaint with the city regarding unsafe living conditions”, “to pursue legal action”, “to understand who is ultimately responsible for the property”].
My lease agreement requires that I have access to this information. Please provide me with the landlord’s name and address within [Number] days.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
These rent letter samples are a valuable resource for both landlords and tenants seeking clear and effective communication. By utilizing these templates and adapting them to your specific circumstances, you can ensure that your rental agreements and interactions are well-documented and professional. Remember to always consult with legal counsel if you have any questions or concerns about your rights and obligations under the law.