When a tenant wants to leave a place i.e. an apartment because he is moving to another place in the same city or he is going to another city for employment purposes, he is legally required and obligated by the law and the rental agreement or lease to inform the landlord or building manager about his intentions prior to a certain time period i.e. 1 week, 15 days or 1 month. The letter that a tenant sends to the landlord in order to inform him about his intention to vacate is known as the letter of intent to vacate.
Brief Description of Letter of Intent to Vacate:
When a landlord hires a tenant on his property either residential or commercial, they sign a lease or rental agreement together. With this agreement, the landlord can’t ask the tenant to vacate before the lease expires and the tenant is obligated to inform the landlord at least 1 month prior to vacating the property. This time is very important and clearly mentioned in the lease or rental agreement. The landlords use the notice time to find another tenant for the property, arrange for the security deposit and hire maintenance services for the apartment so that it is ready for the next tenant. Once the tenant decides that he wants to leave a rented property, he can’t just inform the landlord and move the next day but he has to send a formal notification i.e. letter of intent to vacate to the landlord in order to inform him about his decision and to give him enough time to find another tenant and arrange for the security deposit.
Various Sample Letters of Intent to Vacate
Here are several sample letters that can help you to write your own letter for intent to vacate.
General Letter of Intent to Vacate
Tiffany Charles
Apartment 29, 2nd avenue
New York, NY 019473
Contact number: 097159106141To
Jonathan Hill,
Manager buildingDate:
Subject: letter of intent to vacate
Dear Mr. Jonathan,
I am writing this letter to you in order to inform you that I have decided to vacate this apartment. I am going to vacate the apartment exactly 30 days after you receive this notice which means that I will be leaving on the 28th of the next month. I have attached the document with me new address on which you can contact me in case of any question after I vacate the premises.
As per the rental agreement, I was asked to inform you at least 30 days before leaving this apartment and as you can see the time frame I mentioned above, I have fulfilled this requirement. Kindly visit the apartment as soon as possible so that you can see if there is any damage for which you will need to deduct money from the security deposit. This is important because I will need the security deposit back before I leave this place and move to my new apartment in Manhattan. As per my opinion, there is no damage to the apartment which means I should receive the security deposit in full. If you have any question or something to ask, please don’t hesitate to contact me on the given number.
Yours sincerely,
Tiffany Charles
Standard Notice to Vacate Rental Property
[Your Full Name]
[Your Current Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]Date: [Insert Date]
To
[Landlord’s Full Name]
[Landlord’s Address or Property Management Company Name]
[City, State, ZIP Code]Subject: Notice of Intent to Vacate Rental Property
Dear [Landlord’s Name],
I am writing to formally notify you of my intent to vacate the rental property located at [Rental Property Address]. This letter serves as my [30-day / 60-day] notice, in accordance with the terms of the lease agreement dated [Lease Start Date]. My final day of occupancy will be [Insert Date], allowing for the required notice period.
I will ensure the property is left in good condition, with all personal belongings removed and the premises cleaned. I kindly request a final walkthrough to assess the property’s condition and determine any potential deductions from the security deposit.
Please let me know the process for returning the keys and forwarding my security deposit to the following address:
[Your New Forwarding Address]I appreciate your cooperation during my tenancy and thank you for providing a comfortable living space. Should you require any additional information or documentation, feel free to contact me at your convenience.
Sincerely,
[Your Full Name]
Sample Letter for Early Lease Termination
[Your Full Name]
[Your Current Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]Date: [Insert Date]
To
[Landlord’s Full Name]
[Landlord’s Address or Property Management Company Name]
[City, State, ZIP Code]Subject: Early Lease Termination Notice
Dear [Landlord’s Name],
I hope this letter finds you well. I am writing to formally inform you of my intention to terminate the lease agreement early for the rental property located at [Rental Property Address], originally signed on [Lease Start Date], and scheduled to expire on [Original Lease End Date].
Due to [briefly state reason – e.g., a job relocation, personal circumstances, family emergency, etc.], I will no longer be able to fulfill the remaining term of the lease. My planned move-out date is [Proposed Move-Out Date], which I understand is earlier than the agreed-upon term.
I am aware of the early termination clause outlined in our lease agreement and am prepared to comply with any required procedures, such as payment of an early termination fee or continued rent through a notice period. I am also willing to assist in coordinating showings to prospective tenants, should you wish to re-rent the unit promptly.
Please advise me of any specific steps you would like me to follow to ensure a smooth and respectful conclusion of our rental arrangement. Additionally, I request a final inspection of the property and information regarding the return of my security deposit.
Thank you for your understanding and cooperation. I appreciate your support during my time as a tenant. Should you need further clarification, feel free to contact me at your earliest convenience.
Sincerely,
[Your Full Name]
Notice to Vacate Rental Property Due to Job Relocation
[Your Full Name]
[Your Current Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]Date: [Insert Date]
To
[Landlord’s Full Name]
[Landlord’s Address or Property Management Company Name]
[City, State, ZIP Code]Subject: Notice to Vacate Rental Property Due to Job Relocation
Dear [Landlord’s Name],
I hope you are doing well. I am writing to provide formal notice of my intention to vacate the rental property located at [Rental Property Address], as required by the lease agreement dated [Lease Start Date].
This decision is due to an unforeseen job relocation that will require me to move to [New City/State or Location] by [Relocation Date]. Accordingly, this letter serves as my [30-day / 60-day] notice, with my final day of occupancy planned for [Move-Out Date].
I understand my obligations under the lease and will do my best to ensure a smooth transition. This includes leaving the property in good condition, allowing access for property showings if needed, and coordinating a final walkthrough to assess the condition of the unit.
Please provide information on how to return the keys and arrange for the return of my security deposit. You may send any correspondence or the deposit refund to the following forwarding address:
[Your New Address]I appreciate your understanding and support during this transition. Thank you for your cooperation and for providing a well-managed residence during my stay. Please do not hesitate to contact me should you need further details or clarification.
Sincerely,
[Your Full Name]
Sample Letter of Intent to Vacate Due to Property Issues
[Your Full Name]
[Your Current Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]Date: [Insert Date]
To
[Landlord’s Full Name]
[Landlord’s Address or Property Management Company Name]
[City, State, ZIP Code]Subject: Notice of Intent to Vacate Due to Ongoing Property Issues
Dear [Landlord’s Name],
I am writing to formally notify you of my decision to vacate the rental property located at [Rental Property Address], effective [Proposed Move-Out Date]. This letter serves as my [30-day / applicable notice period] notice, as required by the lease agreement dated [Lease Start Date].
Unfortunately, this decision has become necessary due to ongoing and unresolved issues with the property that have significantly impacted my quality of living. Despite previous requests and communications regarding [briefly list major issues – e.g., plumbing problems, mold, heating failure, pest infestation, etc.], these concerns remain unaddressed and have created an environment that is no longer safe or suitable for continued occupancy.
I have made every effort to resolve these matters amicably and hoped for timely maintenance and repairs. However, the persistent nature of these issues has left me with no reasonable alternative but to terminate the lease early in order to protect my health and well-being.
I will vacate the premises by the date stated above and will ensure the property is left in clean and orderly condition. I also request a final walkthrough and an explanation of the procedure for the return of my security deposit. Please send any correspondence or refund to the following forwarding address:
[Your New Address]While I regret that the circumstances have led to this outcome, I thank you for your understanding and cooperation in facilitating a smooth and respectful end to our rental arrangement.
Sincerely,
[Your Full Name]
Sample Letter of Vacating Due to Rent Increase
[Your Full Name]
[Your Current Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]Date: [Insert Date]
To
[Landlord’s Full Name]
[Landlord’s Address or Property Management Company Name]
[City, State, ZIP Code]Subject: Notice of Intent to Vacate Due to Rent Increase
Dear [Landlord’s Name],
I hope you are well. I am writing to formally notify you of my decision to vacate the rental property located at [Rental Property Address], in accordance with the lease agreement dated [Lease Start Date]. This letter serves as my [30-day / required notice period] notice, with my intended move-out date being [Move-Out Date].
Following the recent notification regarding the upcoming rent increase effective from [Effective Date], I have reviewed my financial circumstances and have concluded that the new rental amount exceeds my current budget and is not feasible for me to sustain. While I understand that rental adjustments are part of property management, the proposed increase is significant enough to require me to seek more affordable housing.
I appreciate the time I have spent in this residence and thank you for your support and responsiveness throughout my tenancy. I will ensure that the property is left clean and in good condition prior to my departure. Please let me know the process for returning the keys and arranging a final inspection.
Additionally, I request that my security deposit be returned to the following forwarding address:
[Your New Address]Thank you for your understanding. Please feel free to contact me should you require any additional information during the move-out process.
Sincerely,
[Your Full Name]
Sample Letter for Military Transfer Notice to Vacate
[Your Full Name]
[Rank, Branch of Service]
[Your Current Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]Date: [Insert Date]
To
[Landlord’s Full Name]
[Landlord’s Address or Property Management Company Name]
[City, State, ZIP Code]Subject: Notice of Intent to Vacate Due to Military Transfer
Dear [Landlord’s Name],
I am writing to formally inform you of my intent to vacate the rental property located at [Rental Property Address] due to a recent military transfer order. This notice is submitted in accordance with the Servicemembers Civil Relief Act (SCRA), which permits early termination of a lease agreement under qualifying military orders.
I have received official orders that require my relocation to [New Duty Station or Location], with a report date of [Report Date]. Accordingly, this letter serves as my official [30-day] notice to terminate the lease agreement dated [Lease Start Date]. My planned move-out date is [Proposed Move-Out Date].
I have enclosed a copy of my official orders as documentation to support this request. I will make every effort to return the property in good condition, complete all necessary cleaning, and return the keys as instructed. I also request a final walkthrough to assess any potential deductions from the security deposit.
Please confirm receipt of this notice and advise me of any additional steps or documentation required. You may forward my security deposit and any future correspondence to the following address:
[Your New Mailing Address or Military Base Address]Thank you for your understanding and cooperation. I appreciate your support and professionalism during my tenancy.
Sincerely,
[Your Full Name]
[Rank], [Branch of Military Service]
Sample Letter for Vacating Due to Health or Medical Reasons
[Your Full Name]
[Your Current Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]Date: [Insert Date]
To
[Landlord’s Full Name]
[Landlord’s Address or Property Management Company Name]
[City, State, ZIP Code]Subject: Notice of Intent to Vacate Due to Health Reasons
Dear [Landlord’s Name],
I am writing to formally notify you of my intention to vacate the rental property located at [Rental Property Address], in accordance with the lease agreement signed on [Lease Start Date]. This letter serves as my [30-day or required notice period] notice, with my expected move-out date being [Move-Out Date].
This decision has been made due to ongoing health and medical concerns that require me to seek alternative living arrangements better suited to my physical and medical needs. After consultation with my healthcare provider, it has become clear that continuing to reside in the current property is no longer advisable given my current condition.
I will ensure that the unit is vacated in clean and proper condition. I also request to schedule a final inspection prior to departure and would appreciate information regarding the process for returning the keys and the timeline for refunding my security deposit. Please send any correspondence and the deposit to the following forwarding address:
[Your New Address]I regret that these circumstances have made it necessary to end my tenancy earlier than anticipated, but I am hopeful for your understanding and cooperation. Should you need any documentation or further clarification, please feel free to contact me.
Thank you for your support during my time as a tenant.
Sincerely,
[Your Full Name]
Common Mistakes to Avoid While Writing Letters of Intent
When an individual decides to write a Letter of Intent (LOI), be it to vacate a house, seek employment or get involved into a joint venture, one has to be clear, polite and objective in his/her approach. Despite the fact that the structural framework of these letters bears little differences, there are still a few that people make, which can lessen the effectiveness of the message, or even bring about some confusion. These are the mistakes which need to be eliminated so that the intention is delivered and accepted correctly. Here are are going to address the key parts that most people fail at when they write Letters of Intent.
Lack of Clarity and Purpose
One of the many common mistakes when drafting a Letter of Intent is to miss the purpose right out of the first paragraph. A lot of people become preoccupied with either contextual information or undue sentiments that they do not nail the purpose of the letter in plain explicit words. When the message is that one wishes to move out, sign a deal, or apply for a job, one’s intention is impossible to understand even if contained within or between parts of the letter. The golden rule is the promotion of clarity and this is easily achieved by constructing a purpose statement within the first two sentences.
Inappropriate Tone and Language
Tone is also an important factor, and writing with an ill-suited tone can completely distract and divert the aim of the letter. Some people make the mistake of writing in a very casual manner in circumstances that are begging for formality and some others are excessively aggressive or pushy. For example, in such a case as where a lessee has to write a letter to a lessor explaining early termination of a lease held with them, they should try to use less aggressive tones, grated that even such a decision is out of frustration. A person is more likely to receive a response affirming or at least cooperating to their course of action if one uses appropriate courteous and non-insulting language.
Omitting Important Details
Many Letters of Intent fail to clearly state their aim, even by mention of the relevant dates or other facts. These dates could include such items as the anticipated termination of the lease, the clause of the lease, which is the subject of the said letter, and supporting documents, such as military orders or a medical note. All these elements are imperative for the proper consideration of the letter. The absence of such information may result in time-wasting, incorrect messaging, or even worse, litigation, especially when it is a matter of pressing issues or terms within a contract.
Failure to Proofread and Format Properly
Finally, proofreading and formatting errors may also reduce the reliability of a letter. Mistakes in spelling, grammar, or formatting are not only distracting but also seem negligent. Additionally, the use of salutations inappropriately, no date on a letter, or leaving out the addresses of the sender and the receiver give an impression of an unfinished and defective piece. Such strength and seriousness in the Letter of Intent also come from a clean and smartly designed letter.
Avoiding these common mistakes will ensure your Letter of Intent is not only heard but also respected and acted upon constructively.
