How to Send a Lease Non-Renewal Notice

Sending a non-renewal notice to a tenant is a formal process that must comply with local laws and the terms of the existing lease agreement. Here’s a general guide on how to send a non-renewal notice:

1. Review Lease Agreement:
   • Thoroughly review the existing lease agreement to understand the terms and conditions related to lease termination and non-renewal. Make sure you are within your legal rights to issue a non-renewal notice.
2. Check Local Laws:
   • Familiarize yourself with local and state laws regarding lease termination and non-renewal. Different jurisdictions may have specific requirements, such as the notice period and the information that must be included in the notice and/or provided to the municipality.
3. Decide on Non-Renewal:
   • Most likely you are not obligated to give a reason to not renew the lease. If the lease has a termination date it’s best to say that a renewal will not be offered and the tenants must move out in accordance with their lease end date.
4. Prepare the Non-Renewal Notice:
   • Draft a formal non-renewal notice. Include the following information:
     • Tenant’s name and address
     • Property address
     • Date of the notice
     • Statement indicating that the lease will not be renewed
     • Reason for non-renewal (if required by local laws)
     • Any specific actions required by the tenant, such as moving out by a certain date
     • Contact information for further clarification or questions
5. Provide Adequate Notice:
   • Ensure that you provide the tenant with the required notice period as per the lease agreement and local laws. Common notice periods are typically 30 or 60 days before the end of the lease term. You could provide longer so the tenants have time to find a new living situation and you have time to find a replacement tenant.
6. Deliver the Notice:
   • Choose an appropriate method to deliver the notice. Common methods include delivering it in person, sending it via certified mail with return receipt requested, or delivering it through an electronic method if agreed upon in the lease.
7. Retain Documentation:
   • Keep a copy of the non-renewal notice and any proof of delivery. Documentation is crucial in case there are disputes or legal issues in the future.
8. Follow Up:
   • Follow up with the tenant to ensure they received the notice and understand the terms. Be available to address any questions or concerns they may have. Afterall, this might come as a shock to the tenant especially if they feel entitled to or expect a renewal. Best to stay calm and just explain that it didn’t work out but you wish them the best of luck and are happy to help if possible.
9. Comply with Local Laws and Lease Terms:
   • Ensure that you are following all applicable local laws and the terms outlined in the lease agreement. Non-renewal notices must adhere to legal requirements to be valid.
10. Plan for Transition:
    • As part of the non-renewal process, consider preparing for the transition, such as inspecting the property, returning any security deposits after move out and no damages or unpaid rent, and arranging for the tenant’s move-out.

Always consult with legal professionals or property management experts to ensure that your non-renewal process is in compliance with local laws and regulations. Laws can vary, so it’s important to be aware of the specific requirements in your jurisdiction. Remember, this is different from a notice to quit or other eviction notices. We are not lawyers and this is not legal advice nor intended to be, but rather a general guide that can help. Always seek a lawyer for legal advice.