A letter offering a tenant renewal terms — new dates, new rent, and a clear deadline to respond — before their current lease ends.
Required notice periods before a lease ends, and caps on how much rent can increase at renewal, vary significantly by state and city — rent-stabilized and rent-controlled jurisdictions have especially strict rules. This is a general template, not legal advice. Confirm your local requirements before sending a renewal offer.
LEASE RENEWAL OFFER Date: [DATE] To: [TENANT NAME] Property: [PROPERTY ADDRESS, UNIT NUMBER] Dear [TENANT NAME], Your current lease for the above address is set to expire on [CURRENT LEASE END DATE]. I am writing to offer you the option to renew your lease under the following terms: New Lease Term: [NEW START DATE] through [NEW END DATE] Monthly Rent: $[NEW RENT AMOUNT] (previously $[CURRENT RENT AMOUNT]) Security Deposit: [ ] No change [ ] Adjusted to $[AMOUNT] Other Changes to Lease Terms: [DESCRIBE, OR "None"] This renewal offer is based on [MARKET RATE ADJUSTMENT / PROPERTY TAX & INSURANCE INCREASES / OTHER — describe basis if required by your lease or local law]. Please let me know your decision by [RESPONSE DEADLINE], which gives you at least [NUMBER] days to respond, in accordance with your lease and applicable state/local law. To accept this offer, please sign and return this letter, or respond in writing by [RESPONSE DEADLINE] confirming your acceptance. A new lease agreement (or renewal addendum) will be provided for signature reflecting the terms above. If I do not hear from you by the response deadline, I will assume you do not intend to renew, and your tenancy will end as scheduled on [CURRENT LEASE END DATE]. [If applicable per your lease/state: "In that case, you must vacate the premises no later than that date."] If you have any questions or would like to discuss these terms, please contact me directly. Sincerely, [LANDLORD NAME] [CONTACT INFORMATION] -------------------------------------------------------------- TENANT ACKNOWLEDGMENT (optional — for signed acceptance) -------------------------------------------------------------- [ ] I accept the renewal terms above. [ ] I do not wish to renew and will vacate by [CURRENT LEASE END DATE]. Tenant Signature: ______________________ Date: _________________ Print Name: _____________________________________________________
Sending the offer too close to the lease end date
Missing your state or lease's required notice window can force the tenancy into an unwanted month-to-month term, or in rent-stabilized jurisdictions can forfeit your ability to raise the rent for that renewal cycle.
Exceeding a local rent-increase cap without realizing it
Rent stabilization and rent control ordinances in many cities cap how much you can raise rent on renewal, and sometimes require a specific notice format or filing — check local rules before setting the new amount.
No firm response deadline
An offer with no deadline leaves you unable to plan for turnover if the tenant goes silent — always include a specific date.
Treating this letter as the new lease itself
A renewal letter is an offer and a record of terms — it isn't a substitute for a properly executed renewal lease or addendum with full lease language and signatures.
Inconsistent renewal terms across similar units
Offering very different renewal rent increases to similarly-situated tenants without a documented, non-discriminatory reason can create fair housing exposure.
No proof of delivery
If a tenant later disputes receiving the offer, having only a verbal or undocumented delivery leaves you with no way to prove timely notice was given.
LeasePilot HQ can automatically generate and send renewal offers ahead of each lease's end date, and turn an accepted offer straight into a signable renewal lease.
Generate it from your real lease and tenant data, keep it filed with the property, and never dig through email for a copy again.
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