Free Download: Landlord Notice Forms

Note: These are general forms and guides provided for informational purposes only. Zillow, Inc. does not make any guarantees as to the sufficiency of the statements included in these forms or their compliance with current, applicable or local laws. Landlord-tenant laws change rapidly and may be regulated at the federal, state and local levels. This resource is not a substitute for the advice or services of an attorney; you should not rely on this resource for any purpose without consulting with a licensed attorney in your jurisdiction.

Time management, organization and clear communication are fundamental to your success as a landlord. In this free, downloadable packet, you get three essential notices for updating your tenants and maintaining your records. It includes templates for: 

• lease renewal/move-out notifications
• rent increase letters 
• late rent notices

Every landlord-tenant relationship is unique, but here are some tips for how to use these forms.

Lease renewal and move-out notification form

Well before your tenant’s lease is ending, remind them to renew or notify you of their plans to move out. This is also the time to let them know if you intend to increase their rent. Communicating early spares all parties any last-minute surprises and gives you time to prep the property and find new tenants if needed. Remember, this is a nonbinding, informational request. If your tenant is staying on, follow up with a new lease. If they’re leaving, confirm the lease-end date and move-out instructions in writing. Be mindful of the security deposit return laws in your jurisdiction as well.

Rent increase letter

While increasing the rent is a normal part of having a rental business, it’s important to consider the timing. If you have good tenants who are in a financially insecure situation (due to job loss, furlough or general economic uncertainty), a rent increase might cause them to look for a more affordable place. It’s important to weigh the potential costs of a turnover or period of vacancy against the added rental income. If you feel confident that a rent increase is in the best interest of your business, it’s still not always easy news to deliver. A standardized rent increase notice helps keep your messaging consistent. Make sure you know how far in advance you need to alert your tenants of a rent increase. When the time comes, work with an attorney to ensure you’re in compliance with the terms of your rental agreement, that you’re following rent increase laws for your area and are aware of the permitted methods of notice.

Late rent notice

Even the best tenants sometimes forget to pay their rent on time, and you may need to give them a late rent notice so they can remedy the situation. This also lets you keep a record of communication in case late rent becomes a persistent issue. If charging a late fee, be sure to check the terms of the lease and applicable laws. If your tenant is dealing with unexpected job loss (due to COVID-19, for example), you can decide if you want to allow some leeway. For instance, if your tenant is eligible for unemployment benefits and is awaiting their first check, you could consider waiving their late fee. You may wish to consult an attorney about area landlord-tenant laws before delivering a late rent notice. Note, late rent notices are best delivered in person (public health orders allowing) or by certified mail; not all states recognize email as an accepted delivery method.