Notice / Letter from Landlord to Tenant to Vacate Rental Property

The rent agreement or leave & license agreement between the landlord and the tenant mostly provides for an advance notice period before leaving the property by the tenant. The intent of leaving can either be of the landlord or the tenant. Depending upon the circumstances, the tenant may serve the notice on the landlord intimating his intention to leave the rental property on a certain date in the future.

Likewise the landlord may also ask the tenant to vacate the property by serving an advance notice to the tenant giving the tenant sufficient time to vacate as per the agreed period of notice under the agreement. Sometimes the agreement also provides an alternative to the notice period, that is to say, instead of notice period, the tenant is asked to leave the property immediately (on a very short notice period viz. 48 hours) and the landlord pays a consideration to compensate for this short notice demand.

Format of notice from tenant to landlord to vacate the property is available here.

Format of eviction notice from the landlord to the tenant to vacate the rented property. Depending upon the situations under which the landlord is asking the tenant to leave the property, the only body of the letter can be changed, the rest are purely format oriented.

FORMAT

Date: ......................

To

(Name of the tenant)

(Full Address)

(Contact No.)

Sub.: Notice of vacating the rental property

Ref: Rental agreement dated ............... between (landlord name) and (tenant name)

Dear Mr. ..............,

I am writing to you to kindly request you to vacate the property at .............. rented to you by .........(date). As required under the captioned rent agreement between us, I am serving herewith 30 days advance notice for this purpose. The rent amount for the said coming period can either be adjusted from the security deposit amount given by you and available with me or you may pay the rent amount  first and after vacating the property collect the security deposit in full, as per your choice.

I feel sorry to ask you to leave the property but I have no other option but to do so. I have been receiving complaints from other flat members of the society and most of them are insisting on all owners of the flats to rent their property only to families having married couples, parents, kids, etc and not to rent property specifically to the bachelors as they tend to cause disturbances in the society.

I hope you do not take this notice disrespectfully. Trust you will understand my position. I look forward to your cooperation in this matter. I assure you if you need any help in finding a new flat - I will try best to help you out as far as possible.

Kind request to please oblige by the last date of notice as I will be looking for new tenants soon. Let me know if you have any queries in this regard.

Have a nice day / evening!

Thanking you,

Yours truly,

  (signature)

(Name of the landlord)

Letter to Landlord for Leaving the Rental House (Eviction Notice)

The tenant may leave the house /flat / premises of the landlord for several reasons, viz. high rental value, rent period is over, dispute with landlord, location change in job, flat space or design unsatisfactory, etc. Generally, most of the rent agreements contain a clause on advance notice to be given by the tenant to the landlord at lease before a fixed period before leaving the flat. Otherwise the tenant will have to pay for the notice period if he wants to leave on a short notice or immediately.

The following template of letter from tenant to landlord could be used in case the tenant wants to give an advance notice of leaving the house / terminating the tenancy/rent agreement.

FORMAT

Date: ..................

To

(Name of the Landlord)

(Complete Address)

Sub.: Notice of leaving the rental property

Dear ..................,

Hope you are doing well. 

I am writing to inform you that I will be leaving the flat at ................ rented by you to me with reference to the rent agreement dated ................. I am shifting my job to another city and hence I have no other option but to leave your flat. Therefore, I am giving herewith 30 days advance notice of leaving the flat. By ............, I will clear all my properties and things from your premises and on ......... I will hand over the flat keys to you.

The rent for this month will be paid as usual. Please find hereunder my banking details, where the Security Deposit amount can be transferred by you.

[Bank details: .............................................................]

I thank you for renting the flat to me. I had a pleasurable stay at your house during all these period. I truly appreciate all the help you have extended since the beginning.

Have a nice day / evening.

Thanking you,

Yours faithfully,

   (signature)  

(Name of the Tenant)

Letter to Landlord requesting House Rent reduction / decrease

Mostly because of financial reasons the tenants request the landlord to reduce the rent of the property. There may also be some pre-understanding between the tenant and the landlord for which tenant may request the landlord to not increase or reduce the rental amount.

Hereunder, the formats of letters are provider for two circumstances:

1) Letter to landlord requesting decrease in rent from the current rental amount;
2) Letter to landlord requesting not to increase the proposed hike in rental amount.

FORMAT #1

(Letter to landlord requesting decrease in rent from the current rental amount)

Date: ...............

To

(Name of the Landlord)

(Full Address)

Sub.: Request for reduction of rent amount

Dear ...........,

I hope you are doing well. I am feeling a little embarrassed in writing this letter to you requesting your kind consideration in reduction of the rent amount. I have been going through a very tough time financially for the last few months. I lost my earlier job as the Company was closed down. Thereafter, in search for the new job I lost a major amount of time, wherein a lot of my savings was spent upon. Now I have found a new job but the payment of salary is much less than the earlier one. Hence, the financial burden is much more in meeting the cost of living. I am also keeping an eye on new job opportunities which will pay better, but I am not sure when I will get a satisfactory well paid new job.

Therefore, I am requesting you to reduce my rental amount by 15% for the next 6 months, which will greatly help me in meeting the expenses. I assure you that after the expiry of the said 6 months I will pay an increased rental amount to make good for this reduced amount and further hike thereon as reasonably agreed upon.

I shall highly appreciate your kind cooperation in this financially tough time of mine.

Thanking you,

Yours faithfully,

  (signature)

(Name of the Tenant)

FORMAT #2

(Letter to landlord requesting not to increase the proposed hike in rental amount)

Date: ...............

To

(Name of the Landlord)

(Full Address)

Sub.: Request to not to increase the rent value in near future

Dear ...........,

I am in receipt of your letter dated ............. with regard to an increase of rent amount from the month of ............. I appreciate your situation and I agree that it's only fair on your part to increase the amount as the same has not been done since last 12 months. However, I would kindly request you to not to increase the rent amount in the coming 4 months period. My financial condition is not very sound at the moment. The Company, where I am having a job, is facing market slow down and hence the turnover has not been too good in the past few months, which is resulting in delay in payment of salaries plus no raise in salaries are given since last 2 years.

Therefore, I am kindly requesting you to postpone the hike in rent for the next four months. After that period, I am committed to pay the agreed increase in the rent. I shall be grateful to you if you would be kind enough to consider my situation and not increase the rent at present.

Thanking you,

Yours faithfully,

  (signature)

(Name of the Tenant)

Landlord Letter / Notice to Tenant to Increase / Raise the Rent

The terms of increase in rent depends upon the mutual understanding between the parties either in writing (condition mentioned in rent agreement) or orally (as agreed from time to time).

It would be advisable for the landlord to at first give a gentle reminder in the form of a formal letter to the tenant - informing him about the increase in rent as agreed upon or as justified to be.

If the tenant does not cooperate properly in the matter of raise in rent, then the landlord can write a strong letter to tenant demanding increase in rent.

Here are a couple of formats of the letter to be written by the landlord in two scenarios.

FORMAT #1
(in case agreement has a condition for increase in rent)

Date: ...............

To

(Name of the Tenant)

(Address)

Subj.: Increase of rent from (month)

Hello ......,

Greetings. Hope you are doing well.

I am writing to you regarding the increase of rent for the property rented to you. As per the clause ... of the rent agreement dated ......... , it was mutually agreed that the rent will be increased by 10% in every 11 months. Now that the period of 11 months is about to get completed in the next few days, I thought I would gently remind you about the increase. Therefore, the new rent amount will be a sum of ............ per month from the month of ...........

Trust you will honor the commitments and make the payment of the increased rent amount on time. In case you have any queries in this regard, please do not hesitate to get in touch with me.

Thanking you,

Yours truly,

  (signature)

(Name of the Landlord)

FORMAT #2
(in case agreement does not have any conditions for increase in rent)

Date: ...............

To

(Tenant Name)

(Full Address)

Subj.: Increase of rent

Dear ......,

I am writing to you regarding the increase of rent for the property rented to you with reference to the rent agreement dated ......... between us. You would appreciate a period of 15 months have already passed since your stay in the rented premises, however, I have not raised the amount of rent yet. I am compelled to state that with the high inflation in prices and cost of living, it is not justified on my part to rent that property at the current rental amount of .......... I understand you might also be facing the burden of inflation in the economy, hence, I have decided not to increase the rent steeply.

Therefore, I am proposing an increase of rent by 5% above current amount. The new rent amount of ........ will be applicable from the month of .......... A new renewal agreement will be entered into from the said month, I will send you across the rent agreement copy once I receive it from my legal advisor. I request your kind cooperation in the matter. 

Feel free to call upon me anytime to discuss the matter if you so desire.

Have a nice day / evening.

Thanking you,

Yours truly,

  (signature)

(Landlord Name)

Letter to Landlord Requesting Reimbursement for Repairs Made

Generally, the rent agreement (leave and license agreement) between landlord and tenant carries a condition on who will pay for repairs and maintenance of the property given on rent/lease and mostly the responsibility is relied upon the tenant for carrying out periodical maintenance.

In the absence of such a condition in the agreement, the tenant may request the landlord to arrange for the repairs and the tenant will make the payment. Or the tenant may complete the cleaning and repairs of the property and then request the landlord to reimburse the payment made by him.

However, it would be advisable to first discuss the matter with the landlord and then only spend money on repairs because the landlord may deny to reimburse the money later on.

Sometimes the agreement has a condition that the tenant will arrange & pay for repairs and the landlord will reimburse the money to the tenant. In this case, it is quite clear that the tenant will pay first and claim reimbursement later.

FORMAT

Date: ...............

To

(Name of the Landlord)

(Address)

Subj.: Reimbursement of repairs and maintenance of the rented property

Dear Mr. ......,

Greetings. I hope you are doing well.

I am writing to you regarding the repairs and maintenance of the property rented to me. As agreed, I have carried out the quarterly cleaning, repairs and maintenance of the whole property and now everything is in better condition than before. You may kindly visit the property any day soon for an inspection if you so desire.

I have spent a sum of .......... on the repairs i.e. the payment made to the service providers engaged in this regard. Further, I have spent a sum of ....... for purchase of some equipment needed for the repairs.

I beg to state that lately I am facing some financial problems as I have been spending a large amount of money on the medical bills of my mother as she has been ill for a long time now. Hence, such heavy expenditure on repairs has further put an undue burden on me. Therefore, I am writing to you requesting kindly and seeking your help in this matter.

I will be very grateful to you if you would be kind enough to reimburse me the money spent on repairs as mentioned above. I assure you that in the next quarterly repairs I will take the responsibility for payment of the whole amount.

Looking forward to hearing from you. You may contact me if you have any queries in the matter.

Thanking you,

Yours truly,

  (signature)

(Name of the Tenant)

Encl.: A/a

Landlord letter to Tenant cleaning repairs maintenance charges

Regarding cleanliness, repairs, maintenance of the property given on rent/lease to the tenant, there is mostly a pre-understanding, between landlord and tenant, either through writing i.e. conditions in the agreement or through oral communications before handing over the possession by the landlord.

The responsible party (landlord or tenant), as may be agreed upon, has to pay for the charges/expenses to be incurred from time to time. Mostly, it is the responsibility of the Tenant and Landlord can check upon the status periodically.

Sample#1: Letter to Tenant

(in case rent agreement has conditions on repairs payment)

Date: ...............

To

(Name of the Tenant)

(Address)

Subj.: Repairs and cleaning of the Flat / apartment

Hello ......,

I hope you are doing well. I wish to check with you about the status and progress on the cleaning and repairs of the Flat, which is due for this quarter. As you may recall we have a mutual understanding on repairs and maintenance matter and you may kindly refer the same which was documented through clause 5 under the rent agreement dated ..........

Trust the cleaning and necessary repairs on damage, if any, has already been carried out. If not, I would kindly request you to do the same within the next 7 days. I would be coming for a visit and will also be checking upon the status of cleanliness and any kind of damage.

If you need any assistance in finding professionals for this work, then feel free to let me know. I shall be happy to assist you for this purpose. I have few good contacts who would do good work at a reasonable rate. Of course, you will have to make up-front payment to them without fail.

Looking forward to hearing from you. Contact me for any assistance / queries.

Thanking you,

Yours truly,

  (signature)

(Name of the Landlord)

Sample#2: Letter to Tenant

(in case no pre-agreement /understanding on repairs payment)

Date: ...............

To

(Tenant Name)

(Full Address)

Sub.: Maintenance work to be carried out in the Flat / apartment

Hello ......,

How have you been? Trust everything is going alright with you.

I am writing to you to enquire about the status of repairs and maintenance work of the Flat that I have rented to you. This has been almost 7 months since you have been living in that Flat. I hope you have been carrying out regular cleaning work of the Flat to keep it in good state. Although I am sure you must be a careful person in maintaining of things, I would still like to suggest that if there are any damages that have been done to the Flat no matter how minor they may be in nature, the repairs of the same be carried out at the earliest.

Though we have not put any conditions in the rent agreement or discussed about the bearing of repairs costs, I believe that it would not be unfair on my part to request you to do the needful in repairing the things that might have been (unintentionally) damaged by you. Therefore, I request you to check upon the same and do the necessary repairs.

If you need any assistance in getting good service providers in this regard, please do let me know. I know few good professionals in that area who would do a good job and you can very well bargain the charges with them, they will be happy to help you out in the best way possible.

I look forward to hearing from you on the status of this matter.

Have a good day!

Thanking you,

Yours faithfully,

  (signature)

(Landlord Name)