Writing an Intent to Leave Apartment Letter [with Sample]

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The leave apartment letter, also known as the intent to vacate, is a standard letter that should always be written 30 days prior to moving from a rental. 

Oftentimes, the lease stipulates that a notice must be given before leaving. This allows a landlord time to find a new tenant and to avoid vacancy loss.

Typically, around 60-90 days before a lease is set to expire, a landlord will send a letter to the tenant outlining the new terms of the lease. 

If there is a rental increase, some issues that need to be resolved, or other matters, they will detail it in this letter.

Sometimes, the tenant is not happy with the terms of the new lease, or there could be some things in the apartment that have not been fixed. If the new lease terms are not acceptable, then moving may be an option.

Big Hassle

While a big hassle, moving can be great, especially for apartment dwellers. In bigger cities, demand is high and so is competition. Apartment complexes will often have sales and will attempt to lure in new tenants.

These promotions can be gift cards, free rent or $99 move in specials. With deals like that, it is no wonder people want to jump ship and go somewhere great.

The letter should be delivered in the manor that the rent is paid. If the rent is dropped off to a local office, the letter should be too. If the rent is mailed to an address, make sure this letter is also. 

It is also acceptable to have the letter sent certified mail. This can ensure delivery and a confirmation should a legal struggle ensue.

There are many different circumstances when a letter to vacate can be used. It doesn’t always have to be at the end of a lease term. 

Many times, people have to move for job transfers, family illness and other situations beyond their control.

Breaking A Lease

If breaking a lease, one should check the laws governing that state and vacancy loss. Many landlords will tell clients that they will charge them for the remaining months that the unit sits empty.

However, most states laws stipulate that a tenant cannot be charged more than one month of vacancy loss. This is a reasonable time frame to find a renter for the apartment.

To draft a letter of this nature is not difficult. First, make sure the date and address of the landlord are on the left side of the page. 

The date is very important when it comes to getting the deposit back, especially if the lease stipulates a time frame that must be given before leaving. 

Try to keep the tone of the letter friendly. Remember, this landlord will be on the rental history application for many years to come.

Leaving one apartment in the proper manor can dictate future rental opportunities. Make sure to state in the first couple of sentences that the intent is to vacate. 

Even if other issues will be addressed in the letter, make sure that leaving is the clear intent. Specify the exact date that the keys will be turned in. 

Forwarding Address For The Security Deposit

Also, most leases ask for a forwarding address for the security deposit. Be sure that somewhere in this letter this is also clarified. 

If there is a chance that you may stay, but are disgruntled over the terms of the new lease, or rental amount, talk to the landlord. They may be willing to adjust the rental rate verses loses a good tenant.

Here is a sample intent to leave apartment letter. It is written of a typical lease ending scenario. It can be modified for personal use.

Sample Intent To Leave Apartment Letter

May 22, 2022

Regency Arms Rental Agency
1900 Park Ave.
Grove City, MD 43123
Attn: Jackie Darnell

Dear Jackie,

Our lease is ending on June 1st, 2022. We want to give you ample notice that we will be leaving our apartment and not renewing another lease with Regency Arms. 

While we have enjoyed our stay at the apartments, we find it necessary to move at this time due to the travel distance for our new job.

Our intent is to be out of the apartment on May 28, 2022. We will put the keys in the nightly drop box. 

We understand there will be a walk through of the premises for the deposit return. We would like to attend the walk through and sign off on any charges to the deposit.

The apartment is in wonderful condition. There are a couple things that will need your attention. 

The electric plug over the sink is not working and the dryer is venting into the laundry room, rather than outside.

The deposit can be forwarded to Kathy and Rick Bradley, 1001 State Rt 139, Jackson, MD 45640. We can be reached anytime at 550-895-6589 with any questions that you might have.

Sincerely,

Kathy Bradley