Duane Roberts 
Moving out of a property is never as simple as handing over the keys. Whether you’re a renter or a landlord, the intent to notice to vacate letter is a critical tool that sets the tone for a smooth transition. This seemingly mundane document is your chance to communicate important details, manage expectations, and ensure that everyone is on the same page to avoid any future misunderstandings.
Not only is this letter a legal requirement in most lease agreements, but it’s also a reflection of your professionalism and attention to detail. Here’s a step-by-step guide to crafting an intent to vacate letter that’s clear, courteous, and effective.
Acknowledge the Contract Terms
Begin by acknowledging the contractual obligation. Emphasize the lease end date and any specific terms or requirements for notice period that are outlined. Start with a brief statement that clearly states your intent to vacate and the precise date you will be moving out. If the lease specifies a longer notice period than you are giving, politely explain your circumstances and express your willingness to comply to the best of your ability.
Here’s a Template Example:
“As per the terms of our lease agreement, I am writing to inform you of my intent to vacate the [Property Address] on [Date], which complies with the required [Number] days’ notice.”
Outline the Next Steps
Ensure that there is clarity on what’s expected from both parties moving forward. This includes scheduling a final walk-through and returning the keys. In your letter, provide your availability for the property inspection and propose potential times for the walk-through. Detail how keys should be returned, whether in person or via drop-off, and what condition they should be in upon return.
Sample Language:
“I propose the following dates and times for the final inspection: [Date and Time Options]. The notice to vacate time frames requires I return the keys by [Date], and I am available to complete this step at your earliest convenience.”
Include a Forwarding Address
Be sure to supply your new address. This may seem obvious, but it’s crucial for the landlord to have your address for security deposit purposes or to forward any mail that may arrive after your departure. Write out your complete forwarding address and leave space for confirmation from the landlord that they’ve noted the change.
Phrasing Example:
“My new address for any correspondence or the return of my security deposit is: [New Address]. Kindly confirm receipt to ensure my records are updated.”
Express Gratitude
Regardless of your experience in the property or with the landlord, expressing gratitude is the human touch that’s always appreciated. Thank your landlord for the time in the property — it’s a gesture of goodwill that often softens any departure.
Draft a Thank You Paragraph:
“I would like to extend my appreciation for your support during my tenancy at [Property Address]. It has been a pleasure residing here, and I am thankful for your prompt assistance and professionalism throughout my lease.”
Sign Off Professionally
End your letter with a professional sign-off and your full name. Even though emails often include a contact signature, writing your full name provides a personal touch that is reminiscent of formal correspondence. Ensure all details, including dates and your new address, are correct before sending the letter.
Closing Example:
“Thank you for your attention to this matter. I look forward to a smooth move-out process and trust that our professional relationship will end on a positive note. Sincerely, [Your Full Name]”
Remember, the intent to vacate letter is not just a contract formality; it’s an opportunity to cement a professional image and maintain a positive relationship with your soon-to-be-former landlord. By following these guidelines and the sample language provided, you can ensure that your letter is informative, friendly, and effective, setting the stage for a successful move-out.