How to Write a Notice to Vacate Letter (With Templates)

When starting a new job, relationship, or simply looking for a change in surroundings, moving apartments is often necessary. Yet moving is a massive undertaking – from securing a new lease to furnishing the space, there are a myriad of tasks that must be taken care of. Amidst the chaos of moving, don’t forget the important task of writing an intent to vacate letter and delivering it to the landlord or property manager. This letter ensures your compliance with the lease agreement and can save you thousands of dollars and your reputation as a renter.

What is a Notice to Vacate? 

A notice to vacate letter is typically a written statement from the tenant of an apartment that informs the landlord or property manager of the tenant’s intent to move out of the apartment. Even if your lease has a specified end date, you need to provide formal notice to confirm you are vacating the property. This letter is typically sent between 30-90 days before the lease is over, and the letter gives the landlord or property manager permission to list your apartment for rent and find a new tenant. By writing this letter, you will help ensure the return of your security deposit and avoid costly fees or lawsuits being filed. 

When and how to send the letter

When moving out of an apartment, the lease agreement provides important information on how to vacate the space to ensure your security deposit is returned and no extra fees are incurred. Every lease agreement is slightly different, so it’s imperative to check your agreement to verify when the notice to vacate letter should be sent. Some leases require 90 day notice, while some only require 30 or 60 day notice. After validating in your agreement when the letter should be sent, make sure the letter is postmarked within the time frame to ensure compliance with the lease. 

The lease agreement will also specify how the notice should be sent – most property managers and landlords will accept notices via email, but some will request that the letter be mailed. Before mailing a notice letter, it is good practice to have the landlord or property manager verify their mailing address to ensure your letter doesn’t get lost. You can also protect the letter by sending it through certified mail and requesting a return receipt. When emailing, ask for confirmation of receipt and then screenshot or save the emails as a pdf and keep them for your personal files. 

What language to include in a notice to vacate

Writing an intent to vacate letter may seem daunting, but these letters are quite simple. Be sure to include the vital information regarding the termination of the lease, such as: 

• Your name, contact information (such as phone number or email), and current address
• The current date (to prove the letter was written and sent within the notice period on your lease)
• The start and end date of the lease
• A statement that communicates intent to vacate the apartment, and what date the apartment will be empty
• A request for a walk-through of the apartment before vacating the space to ensure that the property is in good condition. This will help prevent the landlord or property manager from charging you for damages that may occur after you vacate the property
• A request for the security deposit to be returned
• Your new forwarding address 

Tips for your notice letter

• Keep your letter simple! This letter should only inform the landlord or property manager of your intent to vacate the apartment and provide the necessary information stated in the lease agreement. This letter should not be used to request repairs, settle any outstanding issues, or complain about the property management. You also don’t need to explain why you are leaving the apartment. An intent to vacate letter should be straightforward and not provide unnecessary details.
• Use formal language and be polite – if you’re planning on using the landlord or property manager as a reference in future apartment applications, it’s crucial to stay in good standing with them. Be sure that your notice to vacate is clear and kind.
• If you are still in the process of searching for a new apartment and can’t include your new forwarding address on the notice letter, be sure to follow up with your landlord or property manager by phone or email after you’ve signed a new lease to give them an update as soon as possible. If this is not possible, you can also provide them with a forwarding address for a location you have access to, such as a family member’s home address or your work address. This will ensure you are able to receive your security deposit. 
• If breaking a lease before the lease term has ended, be prepared for the extra fees and red tape. You may have to pay one month’s rent (or more), and may not receive your security deposit back. You can try to negotiate a termination fee with your landlord, but depending on the situation, you may be stuck paying rent for the remainder of the lease. A renter’s history is vitally important when it comes to securing new homes, and breaking a lease early can leave a stain on your record. It can make it more difficult to be approved for a future apartment, so think twice before sending in your notice to vacate if you terminate the lease early. 
• Once you send the notice to vacate letter, you can’t rescind it! This letter gives your landlord or property manager permission to put your apartment up on the market and find a new tenant. If you’ve already sent your letter but are having regrets, reach out to the landlord or property manager to see if you can sign a new lease for the same apartment. 

Templates for your letter

If you don’t know where to start with your notice to vacate letter, a template can be useful. Just replace what is in brackets with your personal information and email or mail the letter to your landlord or property manager.

Template 1

[Your Name]

[Your Current Address & Apartment Number]

[City, State, and Zip Code]

[Contact Information – Email and Phone Number]

[Today’s Date]

[Property Manager’s Name]

[Address on Lease Agreement]

[City, State, and Zip Code]

Dear [Landlord or Property Manager’s Name],

My lease term at [Apartment Address or Property Name] began on [Start Date of Lease] and ends on [End Date of Lease]. This letter constitutes my written [30, 60, or 90] day notice that I will vacate the apartment on [Move Out Date]. 

I would like to schedule a move-out walkthrough of the apartment before I vacate. Please contact me at [Your Phone Number] to schedule the walkthrough. I believe you will find that the apartment is in good condition, and my security deposit of [Amount of Security Deposit] should be refunded in full. Please advise me as to when I can expect my security deposit check as well as if any fees will be taken out for repairs. 

My forwarding address is:

[Your New Street Address, Apartment Number]

[City, State, and Zip Code]

Thank you for your time and consideration. 

Best wishes, 

[Your Name]

[Your Phone Number]

Template 2

[Your Name]

[Your Current Address & Apartment Number]

[City, State, and Zip Code]

[Contact Information – Email and Phone Number]

[Today’s Date]

[Property Manager’s Name]

[Address on Lease Agreement]

[City, State, and Zip Code]

Dear [Landlord or Property Manager’s Name],

Please accept this letter as my formal written notice of my intention to vacate my apartment at [Address or Property Name] on [Move Out Date], the last day of my lease beginning on [Start Day of Lease]. Per my lease agreement, this letter fulfills the [30, 60, or 90 day] notice requirement. 

Please contact me at [Your Phone Number] to schedule a walkthrough inspection of the property. I believe the apartment to be in good condition and expect my security deposit of [Amount of Security Deposit] to be returned. Please send the security deposit to my new address, [Your New Address]. If there are any issues with the apartment’s condition, please contact me directly.

Sincerely, 

[Your Name]

[Your Phone Number]

Simple and direct!

Moving can be complicated, but writing a notice letter is simple. This is not the time to try to settle an argument with the landlord or write a long explanation of why you have to move – less is more in this circumstance! Your notice to vacate letter should give the landlord or property manager all of the information they need regarding your forwarding address, move-out date, and contact information to schedule a walkthrough, and you should always keep receipts of the communication for the future. Mail can get lost, and emails can be deleted, so having proof that you sent a notice letter is imperative. 

A letter of intent to vacate your apartment may seem simple, but forgetting to provide notice within the legally dictated time frame can cost you a month’s rent (or more!) and can put a stain on your renting record in the future. Providing a clear and timely notice letter is the best proof that you are a savvy and responsible renter!