Termination of Lease Letter: Guide for Property Managers and Tenants

Termination of Lease Letter: How to Write One + Free Template

Whether you're a landlord or a tenant, there may come a time when you need to formally end a rental agreement. A well-drafted termination of lease letter is essential for protecting your legal rights and ensuring clear communication between all parties involved.

What Is a Termination of Lease Letter?

A termination of lease letter is a formal notice provided by either the tenant or the landlord that communicates the intention to terminate the existing lease agreement. The purpose of this document is to set expectations, clarify move-out timelines, and provide written documentation that can be used in case of disputes.

This letter typically includes the desired termination date, the reason for ending the lease (if required by law), and any necessary instructions regarding move-out procedures or final rent payments.

When Should You Send a Termination of Lease Letter?

The appropriate time to send a termination of lease letter depends on local laws and the terms outlined in your rental agreement. Generally speaking:

Tenants: Should provide at least 30 days’ notice before moving out (or as specified in the lease).
Landlords: Must follow applicable state laws, which may require 30-60 days’ notice depending on the reason for terminating the lease.

Common Scenarios Where This Letter Is Used:

The lease is ending and will not be renewed.
The tenant has violated lease terms (e.g., non-payment, property damage).
The property is being sold or repurposed.
The tenant needs to relocate due to personal reasons or job changes.

How to Write a Termination of Lease Letter (Step-by-Step)

Follow these steps to ensure your termination of lease letter meets legal standards and communicates clearly:

Date the letter: Always include the date when you're writing the notice.
Name all relevant parties: Include your name and contact info, as well as those of the recipient.
Reference the original lease agreement: Mention when it was signed and when it’s set to expire (if applicable).
Cite your intent to terminate: Clearly state that you are ending the tenancy or not renewing the lease.
Specify move-out dates: Indicate when you expect possession of the unit to be handed over.
Mention inspection and repairs (optional): If needed, mention keys return protocols or pre-move-out inspections.
Add forwarding information or refund details (if applicable)

Free Tenant Termination of Lease Letter Template

[Your Name]
[Your Current Address]
[City, State, ZIP Code]
[Phone Number]
[Email Address]

[Date]

[Landlord's Name]
[Landlord’s Address]
[City, State, ZIP Code]

Subject: Notice of Intent to Vacate

Dear [Landlord's Name],

I am writing this letter to formally notify you that I will be vacating my rental unit at [Rental Property Address] on [Planned Move-Out Date]. This serves as my official 30-day notice per our rental agreement dated [Lease Start Date].

Please let me know about any move-out procedures, including key return instructions and final walkthroughs. I kindly request that my security deposit be returned within [your state’s legally required timeframe], sent to my forwarding address below:

[Forwarding Address]

Thank you for your cooperation.

Sincerely,

[Your Full Name]

Free Landlord Termination of Lease Letter Template

[Landlord's Name]
[Company Name if applicable]
[Landlord's Address]
[Phone Number]
[Email Address]

[Date]

[Tenant's Name]
[Tenant’s Rental Property Address]

Subject: Notice of Termination of Tenancy

Dear [Tenant's Name],

This letter serves as formal notification that your tenancy at [Rental Property Address] will terminate on [Lease End Date]. In accordance with our rental agreement signed on [Lease Start Date], I am providing you with [number]-day advance notice.

Please ensure all belongings are removed by this date. The property will be inspected after move-out for damages beyond normal wear and tear.

Thank you for your cooperation.

Sincerely,

[Landlord’s Signature]

Termination Laws by State — Quick Reference Table

State	Tenant Notice Requirement	Landlord Notice Requirement	Early Termination Clause Allowed?
California	30 days (month-to-month)	30 days if < 1 year tenant; 60 days if > 1 year tenant	Yes
Texas	30 days (unless otherwise stated)	30 days (unless otherwise stated)	No specific statute but allowed in practice with clause
New York	30 days prior to new rent cycle month	30-90 days depending on length of tenancy/units	No unless agreed upon in contract or court order exists
Florida	15 days before end date (month-to-month)	15-60 days depending on rental type/length of occupancy	No early termination statute enforced statewide

A Checklist Before Sending Your Termination of Lease Letter:

✅ Review your rental agreement for notice period requirements.
✅ Check your state/local laws for specific guidelines.
✅ Clearly state your intent with desired move-out date included.
✅ Keep copies (physical/digital) for records.
✅ Provide forwarding address if security deposit is due back.
✅ Send via certified mail or email with confirmation receipt requested.
✅ Schedule final walkthrough or inspection if required by landlord/tenant law.

The Pros and Cons of Sending a Lease Termination Letter:

Pros ✅	Cons ❌
Avoids future legal disputes by having written documentation. Keeps landlords informed about vacancy timelines so they can find new tenants faster.	If done incorrectly or too late, it could result in penalties or lost deposits. Tense relationships could arise if insufficient notice is given without explanation.

DOS AND DON'TS OF WRITING A TERMINATION OF LEASE LETTER:

DO'S ✅	DON'T'S ❌
Date your letter properly with clear contact info from both parties.	Avoid emotional/accusatory language – keep it professional always.

DO'S ✅	DON'T'S ❌
Cite original agreement details – leave no room for ambiguity! Add key return/move-out instructions if necessary.	No last-minute notices – respect agreed timelines.

Frequently Asked Questions About Terminating a Lease Agreement:

#1 Can I email my termination of lease letter instead?

You can—if email delivery is allowed per your original contract. However, sending it via certified mail provides stronger proof legally in case there’s ever disagreement later on. Ideally use both methods where possible!

#2 What happens if my landlord refuses my termination request?

If you're within your rights under local law and have followed proper notice periods as outlined in your contract—your position remains valid even if they object personally. Seek legal counsel if needed. If it's breaking a fixed-term lease early without cause though—you may owe penalties unless covered under acceptable exceptions like job relocation or unsafe living conditions which vary by jurisdiction.

#3 Is there a difference between eviction notices vs termination letters?

Yes! An eviction notice usually follows after serious violations like unpaid rent or illegal activity whereas a standard termination letter can simply mean one party doesn’t wish to renew upon expiration—even peacefully!

Conclusion: Protect Yourself With Clear Communication 📩

Whether you're moving out because you've found another place—or managing multiple units across multiple properties—a properly written termination of lease letter streamlines communication while complying with legal requirements. Download one of our free templates above—and tailor it based on whether you're ending things as landlord vs tenant—with full confidence 🎯