Pack your boxes, update your address, and prepare for your next chapter. The decision to not renew your apartment lease marks a significant transition in your living situation, one that requires proper communication with your landlord or property management company.
Your lease agreement likely specifies the notice period required for non-renewal, typically ranging from 30 to 60 days before your lease expires. Following this timeline protects you from potential legal complications and helps maintain a positive relationship with your current landlord. This article provides you with ten professionally crafted sample letters that address various scenarios for lease non-renewal, each designed to communicate your intentions clearly while preserving your reputation as a responsible tenant.
Sample Letters of Not Renewing Apartment Lease
Each letter template below addresses different circumstances you might face when choosing not to renew your lease. Use these examples as starting points, customizing them to match your specific situation and personal communication style.
1. Standard Non-Renewal Notice
[Date]
[Insert recipient’s address]
Subject: Notice of Intent Not to Renew Lease Agreement
Dear [Landlord/Property Manager Name],
I am writing to formally notify you of my intention not to renew my lease agreement for the apartment located at [Your Current Address]. My current lease expires on [Lease Expiration Date], and I will be vacating the premises by that date.
This notice is being provided in accordance with the terms of my lease agreement, which requires [Number] days’ notice prior to lease expiration. I have thoroughly enjoyed my tenancy here and appreciate your professionalism throughout my residency.
Please let me know the procedures for the final walkthrough and the return of my security deposit. I will ensure the apartment is returned in excellent condition, following all move-out requirements outlined in my lease agreement.
I would be happy to schedule a convenient time for the final inspection and key return. Please contact me at [Your Phone Number] or [Your Email Address] to coordinate these final details.
Thank you for your understanding and cooperation during this transition.
Sincerely,
[Your name and current address]
This straightforward approach works well when you have no specific complaints about your current living situation. The tone remains professional while expressing appreciation for your landlord’s service, which can be valuable for future rental references.
2. Job Relocation Non-Renewal Letter
[Date]
[Recipient’s address]
Subject: Lease Non-Renewal Due to Job Relocation
Dear [Property Manager/Landlord Name],
I hope this letter finds you well. I am writing to inform you that I will not be renewing my lease for apartment [Unit Number] at [Property Address], which is scheduled to expire on [Date].
Due to a recent job promotion, I will be relocating to [City/State] in [Month/Year]. This opportunity, while exciting, requires me to move outside the area, making it impossible to continue my tenancy.
My time at [Property Name/Address] has been wonderful. The maintenance team has been responsive, and you have been an excellent property manager. I genuinely appreciate how well this property has been maintained and managed.
I am committed to ensuring a smooth transition. I will schedule a move-out inspection at your convenience and will leave the apartment in pristine condition. Please advise me on the specific move-out procedures and timeline for security deposit return.
You can reach me at [Phone Number] or [Email Address] for any questions or to schedule the final walkthrough. I look forward to hearing from you soon.
Best regards,
[Insert your name and title]
Job relocations represent legitimate reasons for lease non-renewal that landlords typically understand and respect. This letter emphasizes the positive aspects of your tenancy while clearly explaining your circumstances.
3. Financial Circumstances Non-Renewal
[Date]
[Property management address]
Subject: Notice of Lease Non-Renewal – Financial Considerations
Dear [Landlord/Management Company Name],
I am writing to provide formal notice that I will not be renewing my lease agreement for [Property Address], Unit [Number]. My current lease term concludes on [Expiration Date].
After careful consideration of my financial situation and budget constraints, I have decided to seek more affordable housing options. This decision was not made lightly, as I have genuinely enjoyed living in this community.
I want to emphasize that this decision reflects my current financial circumstances rather than any dissatisfaction with the property or management. The apartment has been well-maintained, and you have been responsive to any concerns I have raised.
I am committed to fulfilling all my lease obligations through the expiration date and will work with you to ensure a smooth transition. Please provide information about the move-out process, inspection scheduling, and security deposit procedures.
I can be reached at [Contact Information] for any questions or to arrange the final inspection. Thank you for your understanding and for providing a comfortable living environment during my tenancy.
Respectfully,
[Sender’s name and tenant designation]
Financial honesty, when appropriate, can help maintain goodwill with your landlord. This approach demonstrates responsibility while clearly communicating your constraints without going into unnecessary personal detail.
4. Family Circumstances Non-Renewal Letter
[Date]
[Insert property manager’s address]
Subject: Lease Non-Renewal Notice – Family Considerations
Dear [Management Team/Landlord Name],
I hope you are doing well. I am writing to notify you of my decision not to renew my lease for apartment [Unit Details] at [Address]. My lease expires on [Date], and I will be moving out by that time.
My family situation has changed significantly since I first moved in. We are expecting our second child, and our current space no longer meets our growing family’s needs. We have found a larger apartment that can better accommodate our expanding household.
Living here has been a positive experience. Your maintenance staff has always been helpful, and the community amenities have been excellent. I will miss the convenient location and the friendly neighbors I have gotten to know.
I plan to leave the apartment in excellent condition and would appreciate guidance on your preferred move-out timeline and procedures. I am flexible with scheduling the final inspection and would like to discuss the security deposit return process.
Please feel free to contact me at [Your Contact Details] to discuss any aspects of my move-out or to answer any questions you might have.
Thank you for being such a responsive and professional landlord.
Warm regards,
[Your full name and current role as tenant]
Family growth represents one of the most understandable reasons for seeking different housing. This letter balances personal information sharing with professional communication, helping to ensure continued positive relations.
5. Home Purchase Non-Renewal Notice
[Date]
[Landlord’s address placeholder]
Subject: Intent Not to Renew Lease – Home Purchase
Dear [Landlord’s Name],
Good news travels fast, and I wanted to share mine with you personally. After years of saving and planning, I have successfully purchased my first home and will be moving out when my current lease expires on [Date].
This means I will not be renewing my lease for [Property Address]. The closing on my new home is scheduled for [Closing Date], which allows me to move out comfortably within the required timeframe.
I want to express my sincere gratitude for the positive rental experience you have provided. Your quick response to maintenance requests and fair treatment as a landlord made this apartment feel like home while I worked toward homeownership.
I am excited to ensure this transition goes smoothly for both of us. Please let me know your preferred schedule for the final walkthrough and any specific cleaning or repair requirements you have for move-out.
I can be reached at [Phone/Email] and am happy to work around your schedule for the final inspection. I look forward to receiving information about the security deposit return timeline.
With appreciation,
[Your name and tenant status]
Purchasing a home represents a positive life milestone that most landlords celebrate with their tenants. This enthusiastic tone reflects your excitement while maintaining professional courtesy throughout the transition process.
6. Educational Opportunity Non-Renewal
[Date]
[Property owner’s address]
Subject: Lease Non-Renewal Notice – Educational Pursuit
Dear [Property Owner/Manager],
I am writing to inform you that I will not be renewing my lease for [Apartment Address], which expires on [Expiration Date]. I have been accepted into a graduate program at [University Name] and will be relocating to [City] to pursue my [Degree Type].
This educational opportunity represents a significant step in my career development, though it requires me to leave this wonderful community. My time here has been exceptional, and I have truly appreciated your professional management and the well-maintained facilities.
I am committed to leaving the apartment in excellent condition and completing all necessary move-out procedures. Could you please provide me with a checklist of move-out requirements and information about scheduling the final inspection?
My academic program begins in [Month], so I will be moving out approximately [Time Period] before my lease expires. This should provide adequate time for any necessary preparations on your end.
Please contact me at [Contact Information] to discuss timing and logistics. I appreciate your understanding and support during this exciting transition.
Best wishes,
[Sender name and academic status]
Educational pursuits typically generate positive responses from landlords, as they represent personal growth and improvement. This letter frames your departure as a positive development while ensuring professional courtesy.
7. Lease Terms Dissatisfaction Non-Renewal
[Date]
[Management company address]
Subject: Notice of Non-Renewal of Lease Agreement
Dear [Property Management Team],
I am providing formal notice that I will not be renewing my lease for apartment [Unit Number] at [Property Address]. My current lease expires on [Date], and I will vacate the premises by that time.
After reviewing the proposed terms for lease renewal, including the significant rent increase and modified lease conditions, I have decided to seek alternative housing that better aligns with my budget and needs.
I want to acknowledge that you have been responsive to maintenance requests during my tenancy, and I have no major complaints about the property itself. However, the financial terms of the renewal offer exceed what I can reasonably accommodate.
I will ensure the apartment is returned in good condition, following all move-out guidelines specified in my current lease agreement. Please provide details about the inspection process and timeline for security deposit return.
I can be reached at [Your Contact Details] for scheduling the final walkthrough or addressing any questions about my departure.
Professionally yours,
[Insert your name and designation as tenant]
Sometimes lease renewal terms become unacceptable, making non-renewal the best option. This letter addresses the issue directly while maintaining a professional tone and avoiding antagonistic language that could harm future references.
8. Health-Related Non-Renewal Letter
[Date]
[Recipient address placeholder]
Subject: Lease Non-Renewal Due to Health Considerations
Dear [Landlord Name],
I hope this letter finds you in good health. I am writing to notify you that I will not be renewing my lease for [Property Address], which expires on [Lease End Date].
Due to health considerations that have recently developed, I need to relocate closer to specialized medical facilities and family support systems. This decision, while difficult, is necessary for my ongoing healthcare needs.
I have genuinely enjoyed my time in this apartment and appreciate your consistent professionalism as a landlord. The peaceful environment and well-maintained property have been positive aspects of my living situation.
I am committed to maintaining the apartment in excellent condition through my departure date. Please advise me of any specific move-out requirements and let me know when you would like to schedule the final inspection.
I can be contacted at [Phone Number] or [Email Address] for coordination purposes. Thank you for your understanding during this challenging time.
Sincerely,
[Your complete name and tenant role]
Health-related moves often require sensitivity and understanding from landlords. This letter provides enough information to explain your situation without revealing private medical details, while maintaining dignity and professionalism.
9. Roommate Situation Change Non-Renewal
[Date]
[Property manager’s address]
Subject: Non-Renewal Notice – Change in Living Arrangement
Dear [Property Manager/Landlord],
I am writing to inform you that I will not be renewing my portion of the lease for [Property Address], Unit [Number]. My lease expires on [Date], and I will be moving out by that time.
My current roommate situation has changed, and we have mutually decided to pursue separate living arrangements. This change requires me to find housing that better suits my individual needs and preferences.
I want to clarify that this decision is unrelated to any issues with the property or your management. The apartment has been well-maintained, and you have been responsive to our requests throughout our tenancy.
I understand that my roommate [Name] intends to discuss lease continuation or modification with you separately. My departure should not affect any arrangements you may make with them going forward.
Please provide information about my responsibilities for the move-out process, including my portion of the security deposit and any final inspection requirements. I can be reached at [Contact Information] to discuss logistics.
Thank you for your professionalism and understanding.
Best regards,
[Your name and current tenant status]
Roommate changes can complicate lease situations, making clear communication essential. This letter addresses your individual departure while acknowledging the ongoing tenancy of your roommate, helping to avoid confusion about responsibilities.
10. Lifestyle Change Non-Renewal Letter
[Date]
[Insert landlord’s address]
Subject: Notice of Intent Not to Renew Lease – Lifestyle Transition
Dear [Landlord/Property Owner Name],
I hope this letter finds you well. I am writing to provide formal notice that I will not be renewing my lease for [Apartment Address], which expires on [Expiration Date].
After much consideration, I have decided to make significant lifestyle changes that include relocating to a different area that better aligns with my personal and professional goals. This decision involves moving to [General Location Description] where I can pursue opportunities that are important to my future plans.
My experience as your tenant has been positive overall. The property has been well-maintained, and I have appreciated your responsiveness to any concerns or maintenance requests during my residency.
I am committed to ensuring a smooth transition and will leave the apartment in excellent condition. Please provide me with information about your move-out procedures, inspection scheduling, and security deposit return process.
I am available at [Your Phone Number] or [Your Email] for any questions or to coordinate the final details of my tenancy. Thank you for providing a comfortable living environment during my time here.
Respectfully,
[Sender’s full name and tenant designation]
Lifestyle changes encompass various personal reasons for relocating that don’t fit into other specific categories. This flexible template allows you to mention your general motivations without providing extensive personal details while maintaining a professional and appreciative tone.
Conclusion
Writing an effective non-renewal letter serves multiple important purposes beyond simply meeting your legal obligation to provide notice. Your letter creates a permanent record of your professional communication, protects your reputation as a responsible tenant, and maintains positive relationships that may benefit you in future housing situations.
The key elements that make these letters successful include providing adequate notice according to your lease terms, expressing appreciation for positive aspects of your tenancy, clearly stating your move-out date, and requesting information about final procedures. Your tone should remain professional and courteous regardless of your reasons for leaving or any frustrations you may have experienced.
Remember that your current landlord may serve as a reference for future housing applications, making it worthwhile to invest effort in crafting a thoughtful farewell letter. Take time to customize your chosen template to reflect your specific situation and personal communication style, ensuring that your letter accurately represents both your circumstances and your character as a tenant.
By following the examples provided and adapting them to your unique situation, you can confidently communicate your non-renewal decision while preserving important professional relationships and protecting your interests throughout the moving process.