How to Write a Notice to Vacate Letter (Free Template)

There will come a day when it’s time to move on in your renter journey, perhaps for a new job or a change of scenery. Before making any moves, be sure to give your current landlord or property manager proper notice that you intend to move out, as is required in your lease. You can do so by sending your landlord a notice to vacate letter.

• What is a notice to vacate letter?
• When should I write my notice to vacate?
• How do I write a notice to vacate?
• How to send your notice to vacate letter
• Common mistakes to avoid with your notice to vacate
• Tips for your notice to vacate letter

What Is a Notice to Vacate Letter?

A notice to vacate is a written statement by either the tenant or the landlord to inform the party that the lease term is ending. Usually, tenants send a notice to vacate in accordance with the required notice period to let the landlord know of their intent to move out, or a landlord will send a notice to vacate at the end of a lease. These notices can also be called a lease termination letter, though most people reserve that term for a specific scenario in which the landlord is ending the lease early because of a lease violation.

When Should I Write My Notice to Vacate?

To ensure a smooth departure, it is important to submit a notice to vacate letter within the specified timeframe mentioned in your lease agreement. Since lease agreements vary, reviewing your agreement for the designated deadline is crucial. If there is no stipulation in your lease, then be sure to check state laws as some states have requirements if the deadline is not stipulated in the lease. It can also depend on your lease term; if you have a month-to-month lease, the notice period may be shorter than if you have a year-to-year lease. For example, a year-to-year lease could require one month's notice, while a month-to-month lease might only need seven days’ notice. Generally, a 60-day notice to vacate is customary, but depending on your landlord or property manager, this timeframe may range from 30 to 90 days. By adhering to this requirement, you can avoid accidental lease violations and ensure a hassle-free exit from your current residence.

How Do I Write a Notice to Vacate?

If you’re unsure where to start, we’ve got you covered! Below is a free notice to vacate letter template you can use or use it as a reference when writing your own. Copy and paste this sample letter, fill in the fields with your information and send your notice to vacate. Remember to make sure that you are following all the stipulations in your lease as well as any related laws. This formality is required in most leases, and it gives the property manager or landlord appropriate notice to list the property as available and look for a new tenant.

Template of Notice to Vacate Letter

[Property Address, Unit Number]

[City, State, Zip]

[Today’s Date]

Dear [Property Manager’s Name],

Please accept this letter as written notice of my intention to vacate my apartment at [Property Address] on [Date of Planned Move]. Per the lease agreement, this letter fulfills the [Number of Days to Vacate]-day notice requirement.

I would like to schedule a move-out walkthrough in the week prior to my move for an inspection of my apartment. Please contact me at [Your Phone Number] to schedule the walkthrough. I believe that the apartment is in good condition and my security deposit of $_____ should be refunded in full. Please send my security deposit to my new address.

My forwarding address will be: [New Property Address, Unit Number] [City, State, Zip]

Thank you for your time and consideration on the above matter.

Sincerely,

[Your Signature]

[Your Full Name]

[Your Phone Number or Email]

How to Send Your Notice to Vacate Letter

Properly sending your notice to vacate letter is just as important as writing it correctly. These formal letters of intent can be mailed, physically handed to your landlord, or emailed to them. Ask your landlord which method they prefer or check your lease to see if there is a specific way the letter must be sent. Once you decide how to send your notice to vacate letter, have your landlord verify their mailing or email address to ensure you’re sending it to the right place.

No matter how you send your letter, it’s essential to get a receipt verifying that you sent it. Mail gets lost, people misplace things, and emails get deleted, so you must have a paper trail. If you decide to send your letter via regular mail, consider sending it through certified mail with a return receipt requested. If you’re handing the letter directly to your landlord, ask them to provide a written statement stating they received it. For those emailing the letter, ask your landlord to respond to the email saying that it was received. Then, screenshot and save the emails. Having a receipt can clear up any misunderstandings that could happen.

Common Mistakes to Avoid with Your Notice to Vacate

• Incorrect timing or not following the lease agreement/laws: make sure to check the required notice period to give your notice. Whether it is a 30-day notice to vacate or 60 days, it needs to follow what the lease or state law says. If you incorrectly time it, then you could break your lease.
• Not providing all necessary information: to avoid this mistake, use the free notice to vacate letter template to ensure you include all the necessary information in your letter. Leaving out vital details can slow down the process or cause issues such as the landlord not knowing where to return your security deposit.
• Not keeping a copy and receipt of sending: it is always a good idea to keep a record of the notice to vacate letter and a send receipt just in case you ever need it. While it is unlikely that anything will happen, having a copy and receipt can save you a lot of time and pain if something does happen. These documents prove that you gave proper notice and followed the procedure.
• Forgetting to include the date in your letter: the date will show that you have met the notice period according to your lease in case of any issues.

Tips for Your Notice to Vacate Letter

• Check your lease to see if you need to send a formal letter. For some landlords and property managers, a simple email with the necessary information will do the trick.
• Keep your written notice simple and polite. Your notice to vacate letter is not the place to raise complaints or settle past issues with your landlord, property manager, or leasing staff. This letter only serves to terminate your lease and provide a record for your landlord or property manager that you have decided to vacate the unit.
• Include your forwarding address. In many cases, this is where your landlord will find your new address to send your security deposit check back to you. If you haven’t found your new apartment by the time you send your notice, you may follow up with your landlord or property manager by phone, email, or letter when you move out to let them know your new address.
• If you are breaking the terms of your lease by vacating the unit before your lease period ends, be sure you’re willing to deal with the repercussions. If you break your lease, you may be liable for paying one month’s rent (or more), you likely won’t get your security deposit back, and it may leave a mark on your rental history.

​This article was originally published on February 25, 2020.