Vacating Tenant Letter

What Is a Vacating Tenant Letter?

After receiving word from your current tenant that they do not intend to renew their lease or rental agreement but instead intend to vacate the premises, send this Vacating Tenant Letter to your current tenants. This letter will begin the transition process as your current tenants prepare to move out and you prepare to replace them with new tenants.

Selecting new tenants is never an easy job, especially if you currently have tenants residing in your rental property. With this letter, you will acknowledge that you have received and accepted your current tenant’s request to vacate the premises. This letter also notifies or reminds the vacating tenant that you will be showing the property to prospective tenants in the near future, and it requests that they begin the process of cleaning and preparing the property for tours. A request for a forwarding address and instructions for return of the security deposit will also be included with this letter to further ease the transition.

Who Should Use a Vacating Tenant Letter?

Landlords may give this letter to tenants who have given notice that they intend to vacate the premises in the near future. You will not give this letter to a tenant who has expressed interest in renewing their lease unless they have passed the deadline to renew and have thus shown their intention to vacate by default.

What Does a Vacating Tenant Letter Include?

This letter is an acknowledgment and acceptance of the tenant’s intent to vacate, and it serves as a reminder of the steps they now need to take to prepare the house for showing, get their security deposit back, and leave on good, legal terms.

When Should a Landlord Send a Vacating Tenant Letter?

As soon as your tenant gives you notice that they intend to vacate, you may provide them with this letter. You must provide it before you begin showing the property to prospective new tenants.

Related Landlord Resources

If you have a tenant vacating the property and/or you are searching for new tenants for a property, you may find these documents helpful, as well:

These two documents are often confused, but they move in opposite directions. A Notice to Vacate is sent by the tenant to the landlord to formally announce their intention to move out. A Vacating Tenant Letter is the landlord's written response — it acknowledges the tenant's notice, confirms the move-out date, and outlines what happens next, including property showings, cleaning expectations, and the return of the security deposit.

If you are the landlord and your tenant has just informed you they're leaving, the Vacating Tenant Letter on this page is the correct document. If you are the landlord initiating the move-out yourself (for non-renewal or lease violation), you'll want a Notice to Vacate instead.

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FAQ

Is a vacating tenant letter the same as a notice to vacate?

No, a vacating tenant letter is not the same thing as a notice to vacate. A vacating tenant letter is sent to tenants who have already notified the landlord that they are moving out of a rental unit. It provides important details about the move-out process. In contrast, a notice to vacate is used by landlords or tenants to notify the other party that the tenancy will end on a certain date.

Does a landlord have to acknowledge a tenant’s notice to vacate in writing?

No, in most states landlords are not legally obligated to acknowledge a tenant’s notice to vacate in writing. However, it’s a best practice for all landlords to do so in order to: document receipt, share move-out information, and ensure good landlord-tenant communication. Use a vacating tenant letter to acknowledge receipt of a notice to vacate and provide key details like: move-out date, move-out instructions, and security deposit procedures.

How many days before move-out should I send a vacating tenant letter?

Send the vacating tenant letter immediately after you receive the notice to vacate or 30 days before the end of the tenancy. While there are specific timelines that landlords need to comply with for a notice to vacate, the vacating tenant letter is more flexible. Once a tenant sends or receives a notice to vacate, the landlord may send the vacating tenant letter to confirm move-out details.

Should the vacating tenant letter include security deposit instructions?

Yes, it’s a good idea to include security deposit information in the vacating tenant letter. This ensures the tenant has relevant information about the security deposit, including the condition the property should be left in, the date of the move-out inspection, and the process for returning the security deposit. This helps avoid confusion and reduces the risk of disputes about the security deposit.

Can I show the rental property to tenants after sending a vacating tenant letter?

Landlords need to issue a written notice to enter before entering a rental unit for showings. In most states, landlords must give 24 hours’ notice and only enter during reasonable hours. The vacating tenant letter should notify tenants that the landlord will be showing the property and that the landlord will provide adequate notice before each showing.

You may also want to read these informative articles related to renting a property and ensuring good relationships with your tenants:

• When Does the Landlord Have the Right of Entry?
• Security Deposits: Defining Normal Wear and Tear & How to Handle Security Deposit Disputes
• Abandoned Rental Property? How to Tell if Your Rental Has Been Abandoned & What to Do with Abandoned Real Estate
• 8 Ways to Reduce Rental Vacancy Rates for Better ROI