The letter itself is usually the easy part. Landlords lose renewals by sending it too late, burying the actual number in vague language, or getting the tone wrong in one direction or the other, either apologetic and unclear, or blunt enough to feel like a threat. Here is how to get the timing, tone, and wording right, plus two templates you can use as-is.
1. When to send it
There is no single legal deadline that applies everywhere, but a few conventions are common enough to use as a starting timeline:
| Time before lease end | What to do |
|---|---|
| ~90 days | Review the market and decide your renewal number. |
| ~60 days | Send the renewal offer (or rent-increase notice). |
| ~30 days | Follow up once if you have not heard back. |
| Lease end | Confirm the signed renewal, or begin move-out coordination. |
Your own lease may specify a notice window, and your state or city may too, especially for rent increases above a certain size or for tenants who have lived in the unit longer. Notice requirements genuinely vary by state, so treat the table above as a planning default and confirm the actual rule for your unit. HUD's state-by-state directory is a solid place to start: hud.gov/states. Whichever requires more notice, your lease or your local law, that one governs.
2. Tone: firm, warm, and boring in the best way
A renewal letter is not a sales pitch and it is not a warning. The tenants who renew without friction usually get a letter that does three things, in this order:
- Opens with the relationship, briefly. One line that you would like them to stay is enough; do not over-explain or apologize for a market-rate ask.
- States the number and the date plainly. The new rent, the effective date, and the deadline to respond, without hedging language like "we might need to adjust."
- Leaves the door open. A short line inviting questions reads as confident, not as an argument you are trying to avoid.
Keep it to one page. A renewal letter that needs scrolling reads as uncertain, even when the content is straightforward.
3. The letter: standard lease renewal offer
Use this when the rent is not changing, or the change is small enough to state in one line.
Dear [Tenant Name],
Your lease for [Unit Address] is set to end on [Lease End Date]. We would like to offer you a renewal for another [Term Length, e.g. 12 months] at your current rent of [Current Rent] per month.
To accept, please sign and return the attached renewal agreement by [Response Deadline]. If we do not hear from you by that date, we will assume you do not plan to renew and will begin preparing the unit for a new tenant.
We have appreciated having you as a tenant and would be glad to have you stay. If you have any questions about the renewal, reply to this email or call [Phone Number] any time.
[Your Name]
[Contact Info]
4. The variant: renewal with a rent increase
Use this when the rent is changing. State the new number and the percentage clearly rather than leaving the tenant to do the subtraction themselves.
Dear [Tenant Name],
Your lease for [Unit Address] is set to end on [Lease End Date]. We would like to offer you a renewal for another [Term Length, e.g. 12 months].
Based on current market rents in the area, your rent will change from [Current Rent] to [New Rent] per month (an increase of [X%]), effective [Effective Date]. This notice is being provided at least [Required Notice Period] before the effective date, as required in our area.
To accept, please sign and return the attached renewal agreement by [Response Deadline]. If we do not hear from you by that date, we will assume you do not plan to renew and will begin preparing the unit for a new tenant.
We value having you as a tenant and are glad to offer this renewal. If you have any questions about the new rent or the timeline, reply to this email or call [Phone Number] any time.
[Your Name]
[Contact Info]
5. Before you hit send
- Recheck the effective date against the required notice window. Confirm your lease's own clause and your state or city's rules, not just the convention in the table above.
- Send it the way your lease specifies. Some leases require certified mail for notices; email alone may not satisfy them even if it is faster.
- Keep a copy and proof of delivery. A saved email or a mailing receipt is enough, and it matters if the renewal is ever disputed.
- If you are raising the rent, check the number one more time. See our guide to pricing a rent increase before you finalize it.
TenantPulse does this math for you
This guide is the manual version. TenantPulse reads your local comps and each tenant's renewal risk automatically, then drafts the offer and the outreach email for you to review and send.
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Frequently asked questions
How far in advance should I send a lease renewal letter?
A common convention is 60-90 days before lease end for a fixed-term renewal decision, giving both sides time to plan. A simple no-change renewal reminder can go out closer to 30-45 days out. Conventions are not the law, though: your lease and your state or local notice rules can both require more, and the stricter one governs.
Do I have to send a lease renewal letter in writing?
Even where a lease or local law would allow a verbal conversation, a written letter or email gives both sides a clear record of the offer, the number, and the deadline, which matters if there is ever a dispute. Check your lease for a specified delivery method (email, mail, or certified mail) and follow it.
Can I raise the rent in the middle of a lease?
Generally no for a fixed-term lease unless the lease itself has a clause allowing a mid-term adjustment or the tenant agrees to an amendment. Rent changes normally take effect at renewal or, for month-to-month tenancies, with proper advance notice. Rules vary by state, so confirm before you send anything.
What if the tenant does not respond to the renewal letter?
Follow up once as the deadline approaches. What happens if they never respond depends on your lease's own default (renew, go month-to-month, or end) and your state's notice-of-non-renewal rules, which can require you to send a separate notice regardless of the tenant's silence. Check both before you assume no answer means no renewal.
Do month-to-month tenants need a renewal letter?
There is no lease term ending, so there is no formal renewal decision, but the same notice conventions apply if you want to change the rent: commonly 30 days at minimum, sometimes more depending on your state or the size of the increase. Send a rent-increase notice on the same timeline logic as a renewal letter.