2025 Simple Lease Termination Letter and Notice to Vacate

To formally end a rental agreement, a landlord or tenant must provide written notice. To do this, a lease termination letter is issued.

If you are a property owner or manager looking for information on how to draw up an early lease termination letter, then you have come to the right place!

Here, we'll provide all the information you need to create a lease termination letter or a notice to vacate.

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What is a lease termination letter?

A lease termination letter is a formal letter that either a tenant or landlord gives to the other party to inform them that the lease is being terminated.

It is usually used for standard one-year contracts and month-to-month leases with no end date.

The type of termination letter used will depend on the type of agreement in place. 30-day termination letters are generally used for one-year leases. In some states, a landlord or renter must provide 60- or 90-day notice.

It's important to note that this document differs from an eviction notice. When a landlord wants to evict a tenant for violating the lease conditions, they will send them an eviction notice.

Tenant-provided lease termination letters are often used when both parties have fulfilled the contract's conditions.

What’s included in a lease termination letter?

A termination letter must be concise, to the point, and formal. Here's what you'll need to include:

For landlords:

• The names of both parties (the landlord’s name and the tenant’s name).
• A short description of your intention to terminate the lease.
• The justification for your lease termination.
• Accepting that any early termination fees specified in the lease must be paid.
• The official move-out date when the tenant will vacate the property.
• The property address.
• The date.
• Be sure to make a copy of the letter and keep it as proof that you have provided proper notice concerning your intention to terminate the lease.

For tenants:

• Recognizing that when you leave, you'll have to pay the landlord the aforementioned fine requesting the landlord's inspection schedule for the property.
• Mention that you will clean the rental unit and return the keys.
• Let the landlord know that you still have a right to your security deposit (if you are a landlord, it’s important not to make promises to return the security deposit).
• Provide your current contact information and a new address for the security deposit return.

Be sure to make a copy of the letter and keep it as proof that you have provided proper notice concerning your intention to terminate the lease.

When to use a lease termination letter?

Common situations for using a lease termination letter include:

• Ending a month-to-month lease: This is the most common use case for both landlords and tenants.
• Terminating a lease early: If the lease agreement includes an early termination clause, this letter is used to execute it.
• The property is being sold: A landlord may need to terminate a lease to provide a vacant property to a new owner.
• Personal use: A landlord may intend to move into the rental property themselves.

Which notice do I need?

It's easy to mix these terms up, but they have critical legal differences. Here’s the breakdown:

• Lease Termination Letter: This ends an active tenancy, most often a month-to-month agreement. It can be initiated by either the tenant or the landlord without providing a reason, as long as the proper notice period is given.
• Notice of Non-Renewal: This applies only to leases with a fixed end date (e.g., a one-year lease). It's not ending the lease early; it's simply a formal statement that you will not be signing a new one when the current one expires.
• Eviction Notice: This is a legal document sent by a landlord only when a tenant has violated the lease agreement—for example, by not paying rent, causing significant property damage, or conducting illegal activities. It is the first formal step in the legal eviction process.

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How to write and deliver a lease termination letter

Keep in mind that lease termination notices can be sent by either the landlord or the tenant. Here is a step-by-step guide to follow:

1. Review the lease agreement

Before you write anything, pull up the original lease agreement. It’s the source of truth for the proper notice requirements. Check the document for these key details:

• Lease Term: Is it a periodic tenancy (like month-to-month) or a fixed-term lease with a specific end date? This determines which rules apply.
• Notice Period: How many days’ notice does the lease require you to give? 30 and 60 days are common, but it can vary. If the lease doesn't specify, check your state and local laws for the legal minimum.
• Automatic Renewal Clause: Does the lease automatically roll over into a new term if notice isn't given by a certain date? Missing this deadline could lock you into another term you don't want.

2. Start writing

It's time to draft the lease termination letter once you've determined whether you have the right to break your contract.

Your full name, the date, the address of your rental property, and a forwarding address are a few crucial details to mention.

Refer to the list above for information on what to include. It's also important to sign the lease termination letter.

👉 Download the free lease termination template.

3. Deliver the lease letter

How you send the letter is a critical step in the official termination process. If you can't prove the other party received it, the notice may be invalid. 

Your lease might specify an approved delivery method. If not, here are your best options:

• Certified Mail (via USPS): This is the gold standard for legal proof. The USPS provides a mailing receipt and a record of delivery (or attempted delivery), which is difficult to dispute.
• Email or E-Signature: Sending notice via email is fast, but it may not be legally sufficient unless your lease explicitly allows it or both parties have agreed to it in writing. Using a service that captures a formal electronic signature (compliant with the E-SIGN Act) is much more secure. DoorLoop, for example, handles this seamlessly.
• Hand Delivery: You can deliver the letter in person, but always get a signed and dated receipt from the other party confirming they received it. Without that signature, you have no proof.

4. Consider your options

Need to end a fixed-term lease before its official lease end date? This is possible, but it usually comes with conditions. Check the lease for an early termination clause and look for these common scenarios:

• Buy-Out Clause: The simplest option. The lease may allow you to pay a flat fee (often equal to one or two months' rent) to terminate the agreement cleanly with no further obligations.
• Rent Responsibility: Many leases state that you are responsible for paying rent until the landlord finds a new, qualified tenant.

Tenant Replacement: The agreement might allow you to find a suitable replacement tenant for the landlord to approve, which can end your r

5. Manage the move out

Once the notice is delivered and the termination date is set, focus on a smooth end-of-lease process. A professional exit protects everyone and helps ensure the security deposit is handled properly.

Coordinate with the other party to inspect the property's condition in a final walkthrough. Document everything with photos and videos.

On the final day, hand over every copy of the keys for the unit, mailbox, storage areas, and any other common areas. The tenant must provide a forwarding address in writing where the landlord can mail the security deposit return, which helps prepare the unit for new tenants.

Important legal considerations

Always check your local landlord-tenant laws. This guide is not a substitute for professional legal advice on your specific situation.

State examples - California

State law often dictates the required notice. California, for example, has a specific rule for landlords ending a month-to-month tenancy based on how long the tenant has lived in the property.

• If the tenant has resided in the unit for less than one year, the landlord must provide a 30-day notice.
• If the tenant has resided in the unit for one year or more, the notice period increases to 60 days.

This requirement is outlined in California Civil Code § 1946.1.

SCRA military exception

The Servicemembers Civil Relief Act (SCRA) is a federal law that provides protections for active-duty military members. Under the SCRA, servicemembers can legally terminate a residential lease early if they receive official military orders for:

• A Permanent Change of Station (PCS).
• Deployment to a new location for 90 days or more.

This federal protection overrides any conflicting state laws or clauses in the lease agreement.

Local “just-cause”/longer notices may apply

Finally, always check city and county ordinances, as these local rules create specific legal requirements. For instance, some cities have "just-cause" eviction policies, meaning a landlord can't terminate a tenancy without a specific, legally approved reason.

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A prime example is Oregon, where the entire landlord-tenant relationship is more regulated, and landlords must provide a much longer timeframe for the notice to avoid potential legal issues.

Tips for writing a lease termination letter

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To help you craft the perfect lease termination letter, here are a few tips to keep in mind:

• Review the lease before drafting this legal document.
• Check the local laws concerning lease terminations to ensure that you are compliant.
• Make sure your letter is concise and polite. You might want to proofread to ensure that nothing is ambiguous.
• Keep it clear and concise.
• Ensure that you retain a copy of the letter for your own records.
• Send your letter as early as possible.
• Make sure you're using the right delivery method.

Final thoughts

Lease management can be tough! There's maintaining the rental property honoring the terms of the lease, and so much more.

The good news is that you can turn to DoorLoop to streamline your business processes and ensure you have the right tools at your fingertips when you need them.

With an innovative range of features, such as rent collection, document creation, accounting, and more, you can count on DoorLoop to take care of your everyday business processes.

Get in touch with us to book your free demo, or download our sample letter!