When it's time for a tenant to move out, sending a well-crafted letter can make all the difference in ensuring a smooth transition. Whether you're expressing appreciation for how they’ve cared for the property or simply reminding them of key dates, this communication is an important part of the rental process.
Below, you’ll learn what a tenant move-out letter is, why it matters, and how to create one that leaves a positive impression.
Note on language: Here at Second Nature, we like to use the term “resident” rather than “tenant” to highlight the human aspect of property management rather than the transactional. However, we’re writing this article in response to a verbatim query from one of our readers, so we wanted to reflect on their choice of language in full respect.
A tenant move-out letter, also known as a goodbye letter or termination notice, serves as an official notice to remind renters that their lease term is ending soon.
Unlike an eviction notice letter, which often involves legal action due to lease violations, a move-out letter is generally more friendly and straightforward. It's a polite way of notifying your tenant about their approaching move-out date and outlining the next steps they should take to leave the property in good condition.
Most move-out letters are routine and come at the end of a lease term, so they should maintain a positive tone. After all, your tenant has been living in your property for an extended period of time, and fostering goodwill—even during the process of departure—can leave both parties with a sense of satisfaction and end the current landlord-tenant relationship on a positive note.
Sending a move-out letter offers several advantages for both property managers and tenants. Here’s why it’s a good idea:
Move-out letters and notices to vacate serve different purposes. A move-out letter is a friendly courtesy reminder of a lease termination, while a formal notice to vacate often involves asking the tenant to leave the property for a specific reason, such as non-payment of rent or a violation of the lease agreement.
While both letters involve tenants leaving the property, the tone and intent are very different. A notice to vacate is more formal and may involve legal repercussions if the tenant fails to comply. In contrast, a move-out notice is often seen as a courtesy to ensure that everyone is on the same page regarding the end of the lease.
Read more: How to Write a Notice to Vacate Letter to Tenants [with free template]
When writing a move-out letter, keep it professional yet friendly. This is your opportunity to set your move-out expectations clearly while maintaining a positive relationship with your tenant. Also be sure that your letter is free of spelling and grammatical errors!
If time allows, you can personalize the letter with a kind message about your experience with the tenant.
Here are the essential elements to include in your letter:
Each of these elements is crucial to both providing clear instructions and maintaining a positive tone.
Sometimes, property managers like to go the extra mile and include a thank-you note to tenants who have taken good care of the property. This small gesture can help leave a lasting positive impression and foster goodwill, even after the tenant has moved on. Here's a sample letter template:
Dear [Tenant Name],
Thank you for being a valued tenant at [Property Name] for the past [lease term]. We appreciate you taking good care of the property throughout your tenancy.
This letter serves as a reminder that your lease term ends on [move-out date]. We wish you all the best in your new home!
Please refer to our previous move-out letter for a detailed breakdown of the move-out process, including final walkthrough scheduling and security deposit return information.
Sincerely,
[Your Name]
Property Manager
This letter not only reminds the tenant of the move-out process but also expresses gratitude, leaving a positive final impression.
A reminder letter serves as a gentle nudge to the tenant, ensuring they’re aware of upcoming deadlines and responsibilities. It's particularly useful if the tenant’s move-out date is approaching quickly, and you want to make sure everything is on track.
Here’s a sample template:
Dear [Tenant Name],
This letter serves as a friendly reminder that your lease term at [Property Name] ends on [move-out date].
We haven't yet received confirmation on your final walkthrough scheduling. To ensure a smooth transition, please contact the property management office at [phone number] or [email address] to schedule your final inspection.
A detailed move-out guide outlining cleaning requirements, key return procedures, and security deposit information was previously sent to you. You can also find this information on our website at [link].
We look forward to hearing from you soon to schedule the final walkthrough.
Sincerely,
[Your Name]
Property Manager
This type of letter ensures that important details are not overlooked, helping both you and the tenant stay on the same page as move-out day approaches.
Writing a tenant move-out letter is a crucial step in maintaining a positive relationship with your tenants, even as they prepare to leave. By keeping the tone professional yet friendly, and including all necessary details, you can ensure a smooth transition that benefits both parties.
If you’re a property manager looking to further improve the resident experience, consider enhancing your offerings with a Resident Benefits Package. You can learn more about these packages and how they can make your rental properties even more appealing at Second Nature