Planning to move out of your rental? You won’t be able to simply pack up and take off. Before you go anywhere, consult your lease to review the move-out procedures.
Most rental agreements require 30-Days notice to vacate, meaning you’ll need to plan your move well ahead. While this might sound like a chore, crafting a notice of intent to vacate is very straight forward and it helps to ensure you and your landlord part on good terms.
In this article, we’ll outline how to write a notice of intent to vacate, the information you must include, and what to say if you are breaking your lease and moving out early.
Let’s jump in!
What is a notice to vacate?
A notice to vacate is simply a letter informing your landlord that you will be moving out of your apartment. This letter typically outlines your move out date and lets your landlord know where to direct your security deposit and how best to contact you moving forward.
When should you send your notice to vacate
Most lease agreements state that you must give your landlord 30 days’ notice before you move out. However, some leases may stipulate different time frames. Some landlords might require more notice.
If you like your landlord you may want to give him extra notice before moving so that he has plenty of time to find a replacement tenant.
In any case, make sure to review the section of your lease that outlines when to provide notice before you write your letter.
You may be inclined to tell your landlord in person that you intend to move out. While this is absolutely fine, it’s still a good idea to put your intent to vacate in writing. In fact, many landlords will request a letter even if you have this conversation in person.
What to include in your letter
Your notice to vacate should be brief and to the point. You want to share the date on which you will move out, where to forward your security deposit, and how your landlord can reach you moving forward.
Depending on your relationship with your landlord, it might make sense to remind him of when your lease officially expires. This way he can be certain that your move-out date complies with the terms of your lease.
Some landlords require a walkthrough of your unit before they will release your security deposit back to you. Your lease should outline whether or not this is a required procedure. If it is, offer to arrange a walkthrough in your letter.
If writing a letter like this still sounds intimidating, simply follow the template provided below.
30-Day Notice to Vacate Template Letter
[Date]
Dear [Landlord’s Name],
I am writing to let you that I will be moving out of my rental at [rental address] on [MM/DD/YYYY], the final day of my current lease.
I’m confident that you will find the unit in excellent condition. As such, please send my refundable security deposit in the amount of $________ to the following address:
[Your forwarding address]
If you wish to discuss this or schedule a walk through of the unit, you can reach me at XXX-XXX-XXXX.
Best Regards,
[Your Name]
Variations to your letter
While the template above will work in most cases, there are a few scenarios in which you might want to include additional information in your letter.
It isn’t necessary to include anything other than the details discussed above, but sometimes it can be courteous or beneficial to do so.
Let’s take a look.
Summarize the condition of your unit
If you have caused damage to your unit or there is a maintenance issue your landlord should be aware of, you may wish to mention it in your letter. Again, you aren’t required to do this, but it can help you get your damage deposit back, or at the very least, open a negotiation to recoup some of your deposit.
If there is a maintenance issue in your unit, mentioning it in your letter will create a paper trail documenting this type of issue. This could come in handy for future tenants if the problems are ongoing, especially if the landlord ever winds up in court.
Plus, letting your landlord know about these types of problems in advance gives him time to have them fixed before the next tenant takes occupancy. This limits the amount of time a unit will have to spend off-market (in other words, not making money), thus keeping rental income consistent for the landlord. As such, he might be inclined to return part of your damage deposit, even if he doesn’t technically have to.
We’ve included a couple of examples below so you can see what these types of letters might look like in practice.
Intention to Vacate, with mention of property damage
[Date]
Dear [Landlord’s Name],
I am writing to let you that I will be moving out of my rental at [rental address] on [MM/DD/YYYY].
The unit is in excellent condition, with the exception of a deep scratch in the hardwood in the living room, which happened when I was moving furniture. I understand if you wish to deduct a portion of my security deposit to have it repaired.
Please forward the balance of my security deposit to the following address:
[Your forwarding address]
If you wish to discuss the property damage, the repair procedures, or arrange a walkthrough of the unit, you can reach me at XXX-XXX-XXXX.
Best Regards,
[Your Name]
Notice to vacate, with mention of maintenance issue
[Date]
Dear [Landlord’s Name],
I am writing to let you that I will be moving out of my rental at [rental address] on [MM/DD/YYYY].
The unit is in excellent condition, however, the kitchen sink has an ongoing leak that was never properly fixed. As this issue falls outside of normal wear and tear, I expect that you will send my refundable security deposit in the amount of $________ to the following address:
[Your forwarding address]
If you wish to discuss this issue or schedule a walk through of the unit, you can reach me at XXX-XXX-XXXX.
Best Regards,
[Your Name]
Breaking your lease
If you are breaking your lease to move out of your rental, your notice to vacate might look a little bit different.
Before you write your letter, discuss it with your landlord directly. Sharing your reasons for breaking your lease could earn you some sympathy points with your landlord and ultimately save you money.
Remember, you are still required to give your landlord 30-days notice (or the number of days stated on your lease agreement) even though you will be moving out before the end of your lease.
In your letter, state your move out date as well as the date your lease agreement expires. Mention your reason for moving out early– there’s no need to go into detail, but it is worth offering a simple justification.
Then, provide your forwarding address and a phone number where you can be reached.
Because you are moving out early, you may have to forfeit your security deposit. If not, state the amount you expect to be returned to you in the letter.
Use this sample letter when breaking your lease
[Date]
Dear [Landlord’s Name],
I am writing to let you that I will be moving out of my rental at [rental address] on [MM/DD/YYYY].
As you are aware, my lease doesn’t expire until [MM/DD/YYYY]. However, I will be moving out early because I have accepted a job in another city and cannot delay my start date.
I understand that breaking my lease voids my right to have my security deposit returned to me.
My forwarding address is [Forwarding address].
If you wish to discuss this or schedule a walkthrough of the unit, you can reach me by phone at XXX-XXX-XXXX.
Best Regards,
[Your Name]
Note: If your landlord is not legally allowed to penalize you for breaking your lease, state this is in your letter.
You might say something like this:
My lease doesn’t expire until [MM/DD/YYYY]. However, as an active member of the military, I have received change of station orders and must relocate to [City] at the end of the month.
As you know, per the Servicemembers Civil Relief Act, I am entitled to terminate my lease without penalty.
As such, I expect that you will forward my damage deposit in the amount of $_____ to the following address by [MM/DD/YYYY].
Additional tips for composing your letter
Make the tone of your letter fit the relationship you have with your landlord. If you know one another well, it’s fine to make the letter more casual. On the other hand, if you don’t know him, a formal letter is always a professional way to handle these interactions.
If you have a bad relationship with your landlord, or don’t trust him, quote sections of your lease within your letter to remind him that you know your rights.
For instance, you could say something like “This letter serves as my 30-day notice to vacate as outlined in section X.X of my lease…”
This demonstrates that you’ve read your lease and you know the rules, which could protect you from a landlord who is inclined to jerk you around.
Keep your letter short and to the point. There’s no need to share excessive details. Follow the templates provided above to ensure you include all of the essential information.
Always save a copy of your notice to vacate, at least until your security deposit has been returned. This way, if anything goes wrong or your landlord claims he didn’t receive it, you have a copy to fall back on.
You’ve written your notice to vacate, now what?
Once you’ve crafted your letter outlining your intention to vacate, it’s time to deliver it to your landlord.
These days, it’s acceptable to email your letter to your landlord, but you may wish to hand deliver it. Mailing a letter is an option too, but keep in mind that when you email or hand deliver a letter you can be sure your landlord has received it.
While this document is largely a formality, it is also an opportunity for you to ensure your rights as a tenant are respected. You can use the letter to subtly remind your landlord that you are aware of the terms of your lease and that you have upheld them and expect him to do the same.
