Lease Renewal Letter Template (Free Word + PDF)

Losing a good tenant costs landlords an average of $1,750-$2,500 in vacancy loss, re-listing fees, and unit prep, even when the unit sits empty for just 21 days. A lease renewal letter sent 60-90 days before lease end gives tenants time to decide and gives you time to re-list if they decline. Sending it in writing protects you from disputed rent increases, unauthorized term changes, and "I never got notice" arguments that tank small-claims cases.

What Is a Lease Renewal Letter?

A lease renewal letter is a written offer from a landlord to extend an existing lease for an additional term. It specifies the new rent amount, the renewal period, any updated terms, and the deadline by which the tenant must respond. It is distinct from a lease renewal agreement (which replaces the old lease in full), the letter is the offer; the signed renewal agreement is the acceptance.

Most states do not legally require a written renewal offer for month-to-month tenancies, but failing to provide one creates ambiguity about rent increases and term changes. For fixed-term leases, a written offer is best practice and often required if you're changing rent above a certain threshold (California AB 1482 requires 90-day notice for rent increases above 10%, for example).

When to Use This Template

• 60-90 days before lease end. standard window for most states; gives tenant time to decide without triggering a last-minute vacancy scramble
• When raising rent. written notice of a rent increase is legally required in most states; the renewal letter serves as that notice
• When changing lease terms. updating pet policies, parking assignments, utility responsibilities, or maintenance obligations
• When converting month-to-month to fixed-term. formalizes the shift in tenancy structure
• After a verbal conversation. always follow a verbal renewal discussion with a written letter to create a paper trail

What to Include in a Lease Renewal Letter

1. Current lease expiration date. Legally required context for the offer. Without it, the tenant doesn't know what you're renewing.

2. New lease term start and end dates. Specify the exact dates. "One year from now" is not sufficient and creates disputes about move-out obligations.

3. New monthly rent amount. State the dollar amount clearly. If you're holding rent flat, say so explicitly, ambiguity invites negotiation you didn't intend.

4. Response deadline. Give the tenant a firm date (typically 21-30 days from the letter date) to accept or decline in writing. Without a deadline, you lose control of your re-listing timeline.

5. Updated terms (if any). List any changes to the original lease terms being offered. If terms are unchanged, state "all other terms remain in effect."

6. Instructions for acceptance. Tell the tenant exactly how to accept: sign and return the renewal agreement, confirm via portal, or respond in writing by a specific date.

7. Landlord contact information. Name, phone, and email. If managed by a property management company, include their info.

8. Consequences of non-response. State that failure to respond by the deadline will be treated as notice to vacate, or will convert the tenancy to month-to-month (whichever applies to your lease).

Lease Renewal Letter Template

[LANDLORD NAME / MANAGEMENT COMPANY] [LANDLORD ADDRESS] [CITY, STATE ZIP] [PHONE] | [EMAIL]

Date: [DATE]

[TENANT NAME(S)] [PROPERTY ADDRESS] [UNIT NUMBER, IF APPLICABLE] [CITY, STATE ZIP]

Re: Lease Renewal Offer, [PROPERTY ADDRESS], Unit [UNIT NUMBER]

Dear [TENANT NAME(S)],

Your current lease for the above property expires on [CURRENT LEASE END DATE]. We would like to offer you the opportunity to renew your tenancy under the following terms:

Renewal Term: [NEW LEASE START DATE] through [NEW LEASE END DATE]

Monthly Rent: $[NEW RENT AMOUNT] per month, due on the [DAY] of each month

Security Deposit: Your current deposit of $[DEPOSIT AMOUNT] will remain on file. [OR: An additional deposit of $[AMOUNT] is required prior to renewal execution.]

Updated Terms (if applicable): [LIST ANY CHANGES, e.g., "Pet policy: one dog under 40 lbs permitted with $[X] additional monthly pet rent." OR "All other terms of your original lease dated [DATE] remain in effect."]

How to Accept: To accept this renewal offer, please sign and return the attached Lease Renewal Agreement no later than [RESPONSE DEADLINE DATE]. You may return it by:

• Email to [EMAIL]
• In-person delivery to [ADDRESS]
• [Tenant portal link, if applicable]

If You Decline or Do Not Respond: If we do not receive your signed renewal by [RESPONSE DEADLINE DATE], we will assume you intend to vacate on [CURRENT LEASE END DATE] and will begin re-listing the unit. Per your lease, a [X]-day written notice to vacate is required. If you intend to vacate, please notify us in writing by [VACATE NOTICE DEADLINE].

We value you as a tenant and hope to continue this tenancy. Please reach out with any questions.

Sincerely,

[LANDLORD/MANAGER SIGNATURE]

[LANDLORD/MANAGER PRINTED NAME] [TITLE, IF APPLICABLE] [DATE]

Enclosure: Lease Renewal Agreement (if applicable)

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How to Customize This Template

Rent increase notice periods: Most states require 30-day written notice for rent increases on month-to-month tenancies. California requires 90 days for increases above 10% (Civil Code §827). New York requires 90 days for tenants who have lived in a unit for more than 2 years. Check your state's statute before setting a response deadline shorter than the required notice period, the letter serves double duty as the legal notice.

Response deadlines: Set your response deadline to give at minimum 21 days but no more than 45. Too short and tenants feel pressured (which invites complaints and bad reviews); too long and you lose re-listing lead time.

Month-to-month conversion: If the tenant doesn't respond and your policy is to convert to month-to-month rather than treat as notice-to-vacate, update the non-response paragraph accordingly. Document your policy choice in the letter to avoid disputes.

Rent-controlled units: If your property is subject to rent control (common in CA, NY, NJ, OR, WA), your permissible rent increase may be capped by ordinance. Check local rent board rules before stating the new rent amount. A renewal letter that exceeds the allowable increase is unenforceable.

Electronic delivery: Many states now recognize electronic delivery of notices when the tenant has consented in writing. If your lease includes an e-notice clause, email delivery is valid. Keep delivery receipts.

Common Mistakes

Sending the letter too late. A renewal letter sent 30 days before lease end gives the tenant no real decision window. They either panic-sign or panic-notify-to-vacate, and you're scrambling either way. 60-90 days is the standard; 90+ is better in tight rental markets where good tenants have options.

Omitting the response deadline. Without a firm deadline, you have no legal basis to begin re-listing. A tenant can drag out a decision for weeks, leaving you with a vacancy you can't plan for. Always include a specific date, not "within a reasonable time."

Confusing the letter with the agreement. The renewal letter is the offer; it does not replace the lease. Always attach or follow up with a signed Lease Renewal Agreement (or a new lease) that both parties sign. A tenant who accepts a renewal verbally but never signs is in murky legal territory.

Related Resources

• Lease Termination Letter Template, For when renewal isn't the right outcome
• Tenant Welcome Letter Template, First-day communication that sets expectations
• New Landlord Checklist, Full setup checklist for first-time landlords
• All Resources, Complete library of templates, checklists, and guides