What to Include in a Lease Termination Letter

If you’re preparing to write a lease termination letter, there are some specific items you must include to ensure your request is approved, and that you protect yourself while still fulfilling your obligations under your current lease agreement.

What Is a Termination Letter?

Should you have serious issue with your current residence, lease terms or management, you do have the right to request or demand a termination of your lease, regardless of how far along you may be in your current rental contract. Most rental communities will oblige each resident to give formal written notice prior to moving out, even if the conditions are unacceptable. By giving your written notice, you’re protecting yourself so you are not obligated to fulfill the term or continue payment. Here are just a few items to consider as you prepare your letter:

Specified Reasons for Terminating Lease

Most importantly, you must include the specific reasons you wish to terminate your lease. And, consult your lease to make certain that your issues fall within the parameters necessary to end your lease agreement, or within the laws of your local state and county housing authority. Most leases allow provision for residents to terminate if you have issues that are neglected or unresolved by your manager.

Also, include your future contact information you have so that a return of deposit or fees can be facilitated immediately following move out.

Any Evidence to Support Specified Reasons to Terminate Lease

Include any documentation, pictures or other information collected to support your request to terminate. Also, list any damage or unpaid fee amount on your letter so that you are able to resolve balances prior to move out. Failure to indicate damages or unpaid amounts can lead to your property manager including additional costs and penalty to your account once you vacate, or deny your request due to unpaid balance. If possible, ask your landlord to meet with you personally to discuss your issues and to show him any damage in your unit so you might limit the expenses charged to you. By listing every specific problem, and speaking directly to your landlord about them, you may accurately document how much will be charged to you, and assure that damage caused after you’re gone is not charged to you by mistake or maliciously.

References to Specific Language Used in Lease

Consult your lease agreement as you write your letter as well. Your lease may include specific language not applicable to other residents or communities to delay or reject your letter. Pets, roommates, vehicles or similar may all require additional documentation or notice to ensure that you are not held responsible for other invisible fees.

Always Check with Your Manager to Make Sure

Even if your relationship with your rental community is fractured due to your lease termination, it is important to follow up with your landlord once your letter and documentation has been approved. Check that you’ve taken all the proper steps to terminate the lease. And, ask your manager to sign or e-mail you a confirmation that your letter was received and approved before you exit. This will limit any problems after you’re moved out, and eliminate confusion or miscommunication should a future rental community contact this landlord for verification or reference.