As a landlord, you have the right to renew or not renew a tenant’s lease for another term. If you’ve had a good relationship with a tenant, then it’s a no-brainer to renew it. However, if your relationship with them has been a challenge, then you may want to end things for the sake of your peace and bottom line.

But before you can end things, there are certain things that you must do to protect yourself and your investment. One of these things is sending the tenant a move-out letter. Just like the lease, it’ll help you outline your expectations to the tenant before they can move out.

This will help you minimize potential disagreements regarding the condition in which they must leave their premises.

In today’s blog, we’ll walk you through everything you should know about move-out letters. From their benefits, to tips on how to write them, to when you should send them to tenants, and everything in between.

What Benefits Do Move-Out Letters Have to Both Landlords and Tenants?

Move-out letters provide both landlords and tenants with numerous benefits. They include the following.

  • A move-out letter can serve as a formal ‘thank you”. This is especially true if you had a good relationship with the tenant. In addition to highlighting your expectations before they leave, you could also let the tenant know that you enjoyed the time they were there.

  • A move-out letter can let the tenant know what you expect from them. Outline all your requirements regarding the condition they must leave the premises in. Specifically, require them to leave the premises in a good state of cleanliness and without damage exceeding normal wear and tear.
  • A move-out letter can give the tenant time to finish all their responsibilities. Send the tenant the move-out letter well in advance to allow them adequate time to complete all the necessary tasks.

Please note, however, that these benefits can only be true if you write a proper move-out letter. Below are some tried and tested tips on how to write a detailed (yet concise) move-out letter.

Tips on How to Write a Proper Move-Out Letter

Of course, no two letters will be the same as properties vary from one another. That said, the following tips should help guide you to get started.

  • Include the date and method of delivery.
  • Include your email and/or contact details in case the tenant may want to get in touch.
  • Let the tenant know the expected move-out date. Also, let them know that it would be a serious violation of the lease to extend their term.
  • If you give the tenant an opportunity to renew their lease, make sure to include the lease renewal details as well. For instance, whether there are changes in rent.

  • The details of the final inspection, such as what the tenant must clean and whether you’ll be doing a final walk-through with the tenant.
  • Outline all important dates that the tenant must be aware of, such as the move-out date and the final inspection date.
  • Give the tenant instructions regarding where they must leave the keys.
  • Let the tenant know the details of their security deposit refund. You may also want to let the tenant know the conditions for its return to avoid possible miscommunication.

When Should Landlords Send Move-Out Letters?

When to send a move-out letter to the tenant will depend on your lease and/or applicable local laws. Be mindful of your requirements and give the tenant ample time to complete them before their lease expires.

As a general rule of thumb, send the letter 30 days before the expected move-out date.

Is an Eviction Notice Different from a Move-Out Letter?

Yes, eviction notices and move-out letters differ from one another in multiple ways.

An eviction notice is just that – a notice that a landlord sends a tenant when looking to evict them from their rental property. Common reasons for tenant eviction include non-payment of rent, lease violation, and damage beyond normal wear and tear.

When evicting a tenant, there are certain rules that you must abide by for a successful eviction. For one, you must send the tenant a proper notice that details the violation committed. For instance, to evict a tenant for nonpayment of rent in Florida, you must send them a 3-Day Notice to Pay Rent or Quit.

The eviction notice will give the tenant a maximum of three days to leave on their own. If they refuse to do so, you’ll be at liberty to seek legal redress in a relevant court. The court will then issue an order if the ruling falls in your favor.

But before taking any action, make sure you consult with an expert. An experienced property management company like Sun-Pro Realty and Management can help take you through the process professionally and as smoothly as possible.


Move-out letters are important for a smooth and streamlined move-out process. Just make sure to tailor it to your specific requirements while keeping in mind the local regulations. For expert help in crafting a proper move-out letter, please get in touch with Sun-Pro Realty and Management.

We serve Daytona Beach and the surrounding areas, priding ourselves on expert property management by investors, for investors.