Use these free letter samples as templates for your formal notification.
When a lease is about to expire, landlords may want the tenant to extend the lease. Tenants may also want to extend the lease. In either case, a lease extension letter should be written to formally request an extension on the lease. The landlord may use this letter to raise the rent or add new terms to the lease, and the tenant may use the letter to request repairs or other considerations.
In order for a lease extension letter to be clear, there are key elements that should be included.
The letter should state the name, address and contact details of the tenant and the landlord. It should be dated according to any agreement for extension. For example, leases are usually extended or discontinued one or two months before the expiry date. Before writing the letter, the tenant or landlord should check the contract and make sure they are within the specified time limit.
The letter should state the extension time. For example, the landlord or tenant may want to extend the lease for one more year. It could be extended for a few months of for several years, but the exact amount of time of the extension should be clearly stated.
There may be reasons the tenant is asking for an extension such as their children are enrolled in the local schools and they don’t want to move. The landlord may also have reasons for wanting to keep a good tenant. These reasons may be mentioned in the letter. If the tenant is asking for special consideration, he or she should remember to be polite and concise. This will impress the landlord, and may help the extension request go in the tenant’s favor.
If there are any changes required in the lease, they should be clearly stated. For example, if the monthly rent will increase or if the landlord has decided to allow pets, the terms need to be clear, so the tenant has no doubt about what the lease extension will include. The landlord may also use this letter to mention anything they want changed such as loud music that bothers the neighbors or trash left in the front yard. If the extension will keep the same terms as the original lease, that should also be mentioned.
If the letter is from the tenant to the landlord, they can also mention any changes they want such as leaks in the roof and plumbing repairs or for the house to be repainted. After all, if the landlord had to go to the trouble of finding a new tenant, he or she would need to make those repairs in order for the property to be attractive.
An extension letter is usually written at least 30 days before the expiration of the lease. However, it is recommended to write the letter at least 60 days before the expiration date of the lease to give the tenant or landlord more time to consider any major changes in the lease. This also gives the landlord time to find another tenant if the current tenant declines to renew the lease. It works both ways. The tenant also has ample time to find another place to live before their current lease expires. The letter needs to request a response within a specified time. A fair response time is usually 10 days to two weeks.
The letter should be signed by the person sending the letter. If it is being sent by a property management company, it needs to be signed by the person who has been directly dealing with the tenant.
Below is a sample lease extension letter from a landlord. It should be written in formal business style and sent by certified mail with a return request. Since there may be a deadline for the lease extension, a return request will prove that the letter was sent and received on time.
Sample Lease Extension Letter to Landlord
Name of Landlord
Address of Landlord
City, State, Zip Code
Name of Tenant
Address of Tenant
City, State, Zip Code
RE: Extension of Lease of Property at ADDRESS OF PROPERTY
Dear Name of Tenant:
Your lease agreement for the above property will expire in two months, 60 days, on DATE. According to our contract any change needs to be made in advance of 30 days before the lease expires. I would like to offer an extension of the lease for one more year until DATE with no increase in the rent. However, if you wish to extend the lease after that period, I will increase the rent by $50 per month.
I hope this extension agreement meets with your approval. Kindly contact me at Phone Number or Email Address if you have any questions. If you agree, please send me your acceptance in writing to the above address on or before DATE.
Signature of Landlord
Printed Name of Landlord
By Andre Bradley