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Fillable Form Landlord Lease Termination Letter

A lease termination letter, or end of lease letter, is a notice provided to the tenant by the landlord to inform them that the lease will not continue after the set end date.

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What is a Landlord Lease Termination Letter?

A Landlord Lease Termination Letter or Landlord’s Notice of Termination is a rental document that includes termination of lease clause that permits the landlord, to end the lease under certain conditions, such as when:

  • Selling the rental property
  • The landlord moving in or a family member of theirs
  • Ending the lease without cause
  • Terminating the lease early

There might be times when landlords would find themselves wanting to have a tenant move because they do not want to keep the tenant around. Unfortunately, ending a tenancy might not be easy unless there is a cause or the lease contains a termination clause.

The landlord might also want to consider giving the tenant a warning in writing before they send out a termination of lease letter. A warning letter gives the tenant time to cure the breach by resolving what happened, and this avoids a lot of time and effort for both parties.

The landlord or the property owner may decide to terminate a tenant’s lease for a variety of reasons. In some cases, this termination equates to nonrenewal. However, a property owner is not obligated to state the reason within the letter, it is generally within his or her best interest to do so.

In order to terminate the tenant’s lease, determine what was written in the lease first and then figure out whether the tenant will be removed for cause or without a cause. Removal for a cause can include instances where the tenant:

  • Creates a nuisance by making excessive noise on a regular basis
  • Keeps a pet when the lease specifically forbids it
  • Damages the apartment
  • Sells drugs out of the residential or commercial property, including apartments, houses, and offices
  • Sells anything out of the apartment if the lease forbids it
  • Fails to pay rent, usually for two months or more, depending on the state
  • Violates any laws in the state, such as creating a hazardous condition or engaging in illegal activities
  • Violates a clause in the lease
  • Smokes anywhere in the building if the lease prohibits smoking
  • Has an expired lease

It is also important to note that state laws vary as to whether a landlord can remove a tenant when selling the property, so to protect the landlord, have an attorney include an early termination clause in the lease.

How to fill out a Landlord Lease Termination Letter?

Before filling out the form, make sure that the information given is correct. Write as legible as possible to avoid errors and the possible need for corrections.

Below are all the information needed for the sample fillable form.

In the upper left of the letter, write down the following:

  • Date
    • When the letter was made.
  • Recipient’s Name
    • Name of the tenant.
  • Address
    • City, State, ZIP code.

Letter Proper

  • Blank Space 1: Date
    • When the lease was signed.
  • Blank Space 2:
    • Enter the intention of the lease being terminated.
  • Blank Space 3: Termination Date
    • When the lease will be terminated.
    • Once the landlord gives the notice, allow the tenant enough time to move, which is anywhere from 30 to 90 days. 60 days is a good amount of time.
    • All the terms and obligations of the lease shall remain effective through the termination date.
  • Blank Space 4 to 6: The request to vacate by a specific date.
    • When to vacate the residential or commercial property, including apartments, houses, and offices.
    • Provide at least 30 days' notice to vacate, although some cities require 60 or even 90 days.
  • Blank Space 7: Contact Information
    • Contact details of the landlord.
  • Blank Space 8: Signature
    • Signature over the printed name of the landlord.

It is also important to state:

    • The date the landlord wants to do a walk-through inspection.
      • Do the walkthrough with the owner or manager of the leased property or one of the representatives along with the tenant. This ensures the tenants that the owner does not make frivolous deductions from their security deposit.
    • A request for the tenant's new address so that the landlord can forward the security deposit minus any money for damages other than usual wear and tear over the time of occupancy.
    • A statement that the tenant must leave the premises in good or "broom-clean" condition.

  • A statement requiring the tenant to turn over the keys when vacating.

The reason for termination can also be provided but it really depends on the landlord.

In the sample fillable form, a Proof of Service Letter is also included.

How to fill out a Proof of Service Letter?

  • Provide the name of the landlord, who is at least 18 years of age.
  • Enter the State where the property was being leased.

  • Write the date.
  • Enter the name of the landlord.
  • Give the address.
  • The method of service, in this case, leasing.

  • Signed by
  • Printed Name
  • Date

A fillable form sample of the Notary of Acknowledgement is also given.

How to fill out a Notary of Acknowledgement?

  • Provide the State and County.
  • Name of the Notary Public.
  • Name of the one who signed the foregoing instrument.
  • Date of the signing.
  • Signature of the Notary Public.
  • Expiration date of the commission.

Where to file a Landlord Lease Termination Letter?

When terminating a lease or rental agreement, the landlord must send the notice of termination to the tenant. Delivering a formal letter of the announcement will also help prepare the tenant and helps the landlord to avoid bringing an eviction lawsuit, or unlawful detainer, proceeding in court. That would take up so much more time and effort and would include a lot more people, rather than making a notice of termination.

If things do not go well and the tenant continues to remain in the rental unit after receiving a termination notice, the landlord may file an eviction lawsuit. It is best to seek legal help if such a problem arises. A lawyer can present more options to resolve the problem in a more civil way.

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