When renting an apartment or a home, it is standard procedure in some states to give the landlord at least 30 days notice before vacating the property. In cases where this is not law, it is always a professional courtesy to give such a notice.
Landlords also write similar letters in cases where they are notifying a tenant to vacate a property.
Landlord Notice to Tenant to Vacate
Read the fine print. Review the tenant's lease and make sure you are following the terms of the lease with regard to move-out dates, vacating the property and security deposits.
State the purpose clearly. Start the letter with a centered heading such as "Landlord's 30-day Notice to Tenants to Vacate the Property". Flush left the rest of the letter, starting with the date and to whom the letter is as well as your name.
State the date that the tenant should be out of the property. In the body of the letter, notify the tenant that he should vacate by a specific date. Mention that this letter is the tenant's formal 30-day notice, and mention any clauses in the lease that reference that time-frame for vacating with or without cause.
State the main reason you are asking the tenant to vacate. If it is for non-payment of rent, specify how much is due and include an address for where the tenant should mail any funds. If the tenant is being asked to leave without cause, mention any circumstances, such as the sale of the property or that the building will be used for other purposes.
Clarify whether any funds are due from landlord to the tenant. Specify when you will mail any deposits owed and state how many days past the vacate date that you will send the deposit. Explain that some funds will be used to clean the apartment if it is not left in suitable condition when the tenant leaves. If no deposit is owed, discuss why -- such as the renters violated the terms of their lease by owning a dog.
Sign the document. Make sure to send a copy to the tenant who signed the lease and to any known occupants.
Tenant Notice to Landlord to Vacate
Read the fine print. Retrieve a copy of your lease or rental agreement and carefully review any clauses regarding move-out dates, vacating the property and refunding of security deposits.
State the purpose clearly. Start the letter with a centered heading such as "Tenant's Notice to Landlord of Intent to Vacate Property". Flush left the rest of the letter, starting with the date, to whom the letter is addressed and who it is from.
State the date you intend to move. In the body of the letter, notify the landlord of the date you plan to depart in straightforward language. Mention that this is your formal 30-day notice, and mention any clauses in the lease that reference that timeframe. If you are leaving before the end of your term, clarify in the letter that you understand that you are -- or are not -- responsible for paying rent until the unit is rented out or until the end of your lease.
Clarify deposit or refund issues. Discuss the issue of your deposit -- whether you believe it should be refunded because you are giving due notice and taking responsibility under the terms of the lease. For instance, if the apartment is rented out shortly after you vacate, make it clear that you expect a refund.
Conclude by stating the main reason you are vacating, leaving a forwarding address and any new phone numbers, email addresses or other contact information.
Sign the document. Make sure that all responsible tenants -- whose names are on the lease -- sign the document.
It is best to send the letter via certified mail to the landlord or to the tenant. Keep a signed copy of the document for your personal files.
Things You'll Need
Copy of your lease
Landlord or property manager's name and address
Definitive move-out date.