Letter to End an Apartment Lease
Once you have decided that it's time to move out of your current apartment, one of the first things you need to do is write a lease termination letter. This business letter is meant to detail when you intend to move, what you will do with your utilities, when you're available for an inspection and how you may be reached after the move. Even if you have a conversation about your move with your landlord, it's important to have these details in writing for later reference.
Timing
It's vital to let your landlord know that you will be moving at least 30 days before your date of departure. Oftentimes, this period of notice is written into the rental contract. Landlords expect that the day you intend to move will be the last day on your lease; however, if you're on a month-to-month lease, giving as much notice as possible allows the landlord more time to find a new tenant.
Format
A letter to terminate an apartment lease is business correspondence and should be structured appropriately. Use the block style business letter format for the letter. Include your name and address first, then the recipient's name and address. Your letter should begin with "Dear" followed by "Mr./Ms." and the person's full name, punctuated by a colon. In block style, you do not indent your paragraphs; instead, you separate each with a blank line. An appropriate closing for a business letter is "Sincerely," or "Respectfully," followed by your signature and your name in type.
Details
Your letter is meant to outline the details of your departure so that both you and your landlord are clear on your intentions. You must establish whether you will shut off the utilities or have the bills transferred to the landlord. Oftentimes, guidelines for this decision are detailed in the lease. It's also important to present dates you are available for a walk-through, and to let your landlord know how and when you will return the keys.
Follow-up Information
Landlords generally return security deposits within 30 to 60 days after the end of a lease, according to the website Apartment Ratings. Therefore, it's important to include your future mailing address and a current telephone number in your letter. If you don't know what address you will be living at, provide a post office box or an address where you may receive mail, such as a family member's home.
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