How to Write a Letter from a Landlord to a Tenant

Why and When Putting it in Writing is Best

Putting important information in writing has some obvious advantages. If a landlord relies on phone calls or even a face-to-face conversation, a tenant could misunderstand or forget what was discussed. Worse, a tenant could deny that the landlord ever mentioned the topic. A properly written letter that includes all of the pertinent facts provides clear documentation for both parties. Not only is this the considerate way for a landlord to handle subjects that may impact the tenant, but it can also become the basis for resolving disputes or even future legal action. Writing a letter can simply be a courtesy to a tenant. For example, it is helpful to send out a notice informing apartment tenants that the building’s lobby will be repainted, or that the pool will be closed for maintenance. The landlord does not have to issue letters about such things, but renters will typically appreciate getting a heads up. In other cases, written notice is required by federal, state, or local law. For instance, in both Illinois and Missouri (as well as many other states), landlords must give tenants with month-to-month leases 30 days' notice before raising the rent. And every state requires written notice of eviction proceedings.

Every Tenant Letter a Landlord Might Need

Writing letters to tenants is part of managing rental properties. For owners who self-manage their rentals, there are websites such as letterspro.com or examples.com that offer free samples and templates for the various types of letters one might need. 

Property management companies like Select Leasing & Management have administrative staff that routinely writes tenant letters. They are also well-versed in state and local laws so anything that should be in writing is done properly. 

Listed here are the letters used to communicate important information to tenants: 



• Welcome Letter. This is a nice way to get off on the right foot with a tenant and can be included with the tenant’s signed copy of the lease. The landlord can use the opportunity to mention helpful information not discussed in the lease (such as nearby laundromats, parks, libraries, etc.) and names and contact information for property management personnel.
• Maintenance/Access Notice. Landlords are required by law to give notice before entering a rental unit, except for an emergency. Putting this (and anything else that could pose an inconvenience) in writing is a good idea. Examples could be a planned brief interruption in power or water service, scheduled spraying for pests, the temporary closure of an amenity, resurfacing the parking lot, etc.
• Response Letter to Tenant Requests. When a tenant has a request, it is a good idea to have the response in writing for future reference. For example: Giving a tenant permission to paint or make an improvement to their apartment. Denying a request to sublet. Or approving a new roommate, provided they add their name to the lease.
• Invitation to Renew. Toward the end of the lease agreement, a landlord may send this letter as a reminder. Rent increase or other changes can be included in this notice. This gives the tenant some time to decide whether to renew their lease or move out.
• Termination Letter. This signals the end of the rental agreement. It might be due to the tenant’s plan to move out or the landlord's refusal to renew the lease. A tenant may receive this letter after breaking rules or failing to pay rent, or for reasons unrelated to them at all. For example, a landlord who is selling the building or will no longer rent out the home. This letter can include instructions and procedures for moving out, cleaning requirements, and obtaining a security deposit refund.
• Increase in Rent. Monthly or weekly leases require written notice of an increase 30 and 7 days prior to the change, respectively. Longer leases can not be raised until the end of the lease. As mentioned above, this should be detailed in an invitation to renew so the tenant can decide whether to stay.
• Change in Payment Information. To avoid confusion and continue to receive rent payments on time, landlords should let tenants know of payment changes. For example, changing banks, adjusting the grace period, switching to all-electronic payments, changes to late payment or NSF fees, etc.
• Introducing New Ownership/Property Management. Tenants should be informed if their building is sold or if there will be new people in charge of managing it. They need to know where to send their rent and who to contact for repairs or emergencies. Send a letter with all of the pertinent information included.
• Reprimand Letter. This is used to inform a tenant that they have broken a rule. The letter should explain the issue and what needs to be done to remedy the problem.
• Cure or Quit Letter. More serious than a reprimand letter, this directs a tenant to stop the unauthorized behavior or risk eviction. It should clearly state the rule they are breaking (which must be spelled out in the lease), what must be done, and by when to avoid an eviction notice.
• Overdue Rent Notice. It is a good idea to put rent reminders in writing. A landlord might need proof that a tenant was chronically late in paying as a basis for terminating their lease.
• Pay or Quit Letter. Like the Cure or Quit letter, this is a more stern warning about unpaid rent. It demands payment of current and back rent by a certain date or eviction proceedings will begin.
• Unconditional Quit Letter. This tells a tenant in no uncertain terms that they must leave the premises. Every state has different reasons and timeframes that the landlord must give them to vacate. In Missouri, tenants must be given 10 days to leave after violating the lease, subletting without consent, serious property damage, gambling, prostitution, or illegal drug possession, sale, or distribution. Illinois calls for 10 days' notice for any violation of the lease, and 5 days for unlawful sale or use of controlled substances. 
  

Follow These Steps for Tenant Letters

Whether a letter is routine (welcome letters, maintenance notices) or announcing something unpleasant (rent increase, reprimand) landlords should keep in mind the following things when writing them:

• Keep letters consistent by including the following elements:
• Tenant’s name and full address
• The date
• A subject line that summarizes the information
• The landlord’s expectations (pay the rent, stop breaking a rule, etc.)
• The required timeline (immediately, by next week, by a specific date, etc.)
• Signed by the proper authority (the owner, property manager, etc.)
• Be clear and concise about the message. Do not beat around the bush.
• Be brief.
• Be polite.
• Be thorough and stick to the facts.
• Avoid naming other parties (Instead of “Mr. Smith told us…” say “It has been brought to our attention…”) 
• Do not contradict the rules listed in the lease.
• Deliver it in the appropriate way. Depending on the letter, hand delivery or posting on the rental unit’s door might be acceptable. For legal notices, use first-class, certified mail or a professional server and get a signature of receipt. 

When in Doubt, Opt for Written Communication

In most cases, it is better to over-communicate than not say enough. By making a habit of writing letters to tenants about important information, there will be fewer chances for misunderstandings.  In the unfortunate event that eviction might be necessary, tenant letters can provide a valuable record of exactly what happened and when.  Like all parts of rental property management, administrative tasks like writing letters can become time-consuming. This is especially true for landlords who are spread thin with multiple properties or who are handling property management duties along with the responsibilities of a full-time job and family.  For help with these and all other tenant-related services, consider contracting with Select Leasing & Management.