A simple and effective lease termination letter template

by Stephen Michael White

Author

August 1, 2024

Last Updated

Leasing Questions

Free lease termination letter template

Our free lease termination letter template is designed to be customized and will fit various termination scenarios to meet your specific needs.

Download the free lease termination letter template here.

How to customize the template

Tenant and landlord information: Add both parties’ names and contact details.
Property address: Specify the address of the rental property.
Notice date: Enter the date you’re issuing the notice.
Termination date: Indicate the date the lease will officially end.
Reason for termination: Clearly state the reason for terminating the lease (e.g., non-payment, lease violations).
Additional details: Include any specific instructions or information pertinent to the termination process.

Types of termination notices

Here are the most common types of termination notices and scenarios where each might be used:

30-day notice (or 60-day or 90-day, depending on state law)

Typically, many state laws require a standard 30-day notice period for month-to-month leases.

Example: A landlord wishes to terminate a month-to-month tenancy, issuing a 30-day notice as mandated by state law.

Fixed-term lease termination

This notice is for ending a lease that has a defined end date.

Example: The agreed-upon lease end date is approaching, so the landlord notifies the tenant to vacate the property at the conclusion of the lease term.

Early termination

Either the tenant or landlord can send this notice to terminate the lease before the end of the term. However, it must meet the specific conditions in the lease agreement.

Example: A tenant needs to relocate for a job and requests an early termination of their lease, adhering to any conditions or penalties outlined in the lease agreement.

Notice to quit

Sent by a landlord when a tenant has violated lease terms, this notice offers renters a chance to correct the issue or vacate the property.

Example: A tenant frequently violates noise regulations, so the landlord issues a notice to quit, demanding compliance or the tenant’s departure.

Non-payment of rent

This termination notice specifically addresses situations when the tenant regularly fails to pay rent as agreed.

Example: A tenant misses several rent payments, prompting the landlord to issue a non-payment of rent notice, which demands payment or vacating the premises.

Sale of property

When a property owner sells the rental and the new owner requires any tenants to vacate, this is the letter sent.

Example: The rental property is sold, and the new owner plans to occupy it, necessitating a notice to the current tenants to vacate.

Eviction

Eviction is a legal process initiated when a tenant fails to comply with the lease terms or other legal requirements.

Example: After repeated lease violations and failure to rectify the issues, a landlord initiates eviction proceedings against the tenant to regain possession of the property.

Essential elements of a lease termination letter

Your lease termination letter should include several essential details:

Tenant and landlord names and addresses: Identify both parties involved in the lease agreement and the property address.
Date of notice: Record the date you issue the notice to establish a clear timeline and ensure proper documentation.
Termination date: Indicate when the lease will officially end, allowing both parties ample time to prepare for the transition.
Reason for termination: Provide a specific and valid reason for terminating the lease, such as non-payment of rent, lease violations, or the sale of the property.
Notice period: State the length of the notice period as required by local laws or the lease agreement to ensure legal compliance.
Detailed move-out instructions: Give specific guidelines for the move-out process, including cleaning requirements, key return procedures, and final inspection details, to facilitate a smooth transition.
Security deposit information: Explain how and when you will handle and return the security deposit, including any potential deductions, if applicable.

How to write a lease termination letter: Step-by-step guide

As a landlord, writing a lease termination letter requires careful attention to detail for clear communication and compliance. This step-by-step guide can help you create a concise and effective notice.

Step 1: Start with the tenant and landlord’s names

For clarity and formal recognition, begin by identifying both parties involved, clearly stating your full legal name and the tenant’s full name. For example, “Dear [Tenant’s Full Name], this letter is to inform you that I, [Your Full Name], am providing notice to terminate the lease.”

Step 2: Include the property address

Next, specify the exact location of the rental property to help eliminate any potential confusion. For example, “This notice pertains to the property located at [Full Property Address].”

Step 3: State the date of the notice

Be sure to add the date you are writing and sending the letter, such as, “This notice is dated [Current Date].” That helps establish a record of when you issued the notice.

Step 4: Specify the termination date

Indicate the exact date you expect the tenant to vacate the property and confirm the date aligns with the notice period required by your lease agreement or local laws. You could write, “You are required to vacate the premises by [Termination Date].”

Step 5: Provide the reason for termination

Briefly explain why you’re terminating the lease, whether due to non-compliance with lease terms, sale of the property, or another reason. A clear explanation offers transparency. For instance, “The reason for termination is [Reason], as per our previous discussions.”

Step 6: Mention the notice period

To help ensure both parties are on the same page regarding timing, clarify the length of the notice period you are adhering to, as stipulated by your lease agreement or state laws, such as, “This notice fulfills the [X]-day notice period required by our lease agreement.”

Step 7: Outline detailed move-out instructions

Be specific about the steps a tenant should take before moving out, including cleaning, returning keys, and scheduling a final inspection. For example, “Before vacating the premises, please ensure the property is cleaned thoroughly, and return all keys to the leasing office. Contact me to schedule a final inspection.”

Step 8: Explain security deposit information

Inform the tenant about how you handle security deposits, when they can expect their deposit to be returned, and address any potential deductions. Setting clear expectations helps minimize disputes. For instance, “Following the move-out inspection, we will process your security deposit return. Please note that deductions may be made for any damages beyond normal wear and tear.”

Step 9: Add a closing statement

End your letter with a thoughtful closing statement, thanking the tenant for their cooperation. A respectful tone helps maintain good relations. For example, “Thank you for your understanding and cooperation.”

Best practices for sending a lease termination letter

Sending a lease termination letter involves more than just drafting the document. Here are some best practices to consider:

Importance of timing: Timing is crucial when terminating a lease. Provide notice as early as possible to allow ample time for the tenant to make necessary arrangements.
Certified mail: Proof of delivery confirms receipt of the notice and is legally recognized.
Legal considerations: Ensure your lease termination letter complies with local laws and the lease agreement terms in case of legal disputes.
Maintain professionalism: Throughout the process, maintain a professional tone. Even if the termination is for a negative reason, such as non-compliance, being respectful helps preserve the relationship and can reduce tension.
Clear communication: Verify that you communicated all the necessary details effectively, including move-out instructions and security deposit information. Clarity helps prevent misunderstandings and ensures both parties know their responsibilities.
Follow-up: After sending the initial termination notice, follow up with the tenant to address any questions or concerns they may have. This proactive approach demonstrates your willingness to cooperate and helps facilitate a smooth transition.
Document everything: Keep detailed records of all your interactions and communications on the lease termination. That includes copies of the letter, proof of delivery, and notes from any discussions.

FAQs on lease termination

Can a landlord terminate a lease?

Yes, a landlord can terminate a lease as long as it’s done following the lease terms and applicable state laws and valid reasons are provided, such as non-compliance or property sale.

How do you end a lease agreement?

To end a lease agreement, furnish written notice to the tenant specifying the termination date, reason for termination, and any required actions before vacating.

When do you give notice on a rental property?

Notice should be given according to the lease agreement and local laws, typically 30 to 90 days before the desired termination date.

How do you give a 30-day notice to a tenant?

Deliver the notice in writing through certified mail, clearly stating the termination date and any necessary steps the tenant must take.

How do you write a letter to terminate a lease agreement?

Include the tenant’s name, property address, termination date, reason for termination, move-out instructions, and security deposit information, maintaining a professional tone throughout.

Is terminating a lease the same as eviction?

No, terminating a lease is a mutual end to the lease agreement, while eviction is a legal process initiated due to significant lease violations or non-payment of rent.

Do you have to give a 30-day notice on a month-to-month lease?

Yes, most states require a 30-day notice for terminating a month-to-month lease, but always check your local laws for specific requirements.