Provide your legal name, confirm your address and the amount of time you've lived there, list any additional occupants residing at that location, and type a legally enforceable oath concerning the truth of the information supplied; you should also be prepared to have a landlord and/or notary certify the letter. The letter is considered public record so it can be found by other landlords.
The basic format for a residential lease letter is as follows:
First name(s) Last name Address City State Zip Code Phone Number E-mail Address How long have you lived here? Have you ever been convicted of a crime? If yes, what was the sentence? Have you ever had an eviction notice served on you? If yes, why were you evicted?
This letter is to inform you that you are now under contract to rent from _________. This agreement will last for one year, beginning on _________________ and ending on _________________________. You must give me two weeks' written notice if you want to move out before the end of the term. In the event that you decide to leave before then, I am entitled to keep all of the security deposit listed below.
If you agree to rent the property, please sign this letter "your name" (insert your full legal name). You should have someone witness your signature by writing their name next to yours. Sign the letter in front of the witness as well.
Your letter should typically include the person's entire name, relationship to you, and proof that he or she lives with you. Because a letter of this type will also require you to demonstrate that the individual you are writing it for is self-sufficient, you may also need to demonstrate that he or she helps pay expenses. For example, you could list the number of people who live in your home, his or her job title, or any other factor that might help prove that he or she is not only responsible but also capable of paying his or her own way.
If you are unable to provide proof of responsibility or ability to pay, then you cannot send the individual a letter stating that you will support him or her if he or she becomes eligible for Social Security benefits.
Even if you believe your friend or family member is not financially responsible, it is important to let him or her know how much you care by sending him or her a letter stating where you live. If the person does not receive this letter before he or she applies for benefits, then we will assume that he or she does not want them and we will notify his or her file that we will no longer process his or her application.
It is best to start by asking someone you know well if he or she is willing to act as a witness as you write out your letter.
If you wish to mail the letter, write the street address and name on the line beneath the name. Fill in the city, state, and zip code on the following line. Fill in your name and address in the upper left-hand corner. Then, in the top right corner of the envelope, place a stamp. Insert the letter into the mailbox.
If you would like the letter to be delivered, specify "Delivery Confirmation Requested" on the face of the envelope. The post office will then provide you with a delivery confirmation number that you can give to your carrier.
Do not put labels or addresses on the outside of the envelope - these must be written on the inside. Also, do not use regular mailing envelopes for padded envelopes - they cannot be recycled and therefore are not environmentally friendly.
The letter carrier will know how to handle your letter properly. For example, if it is cold outside, they may want to put it in a box of other letters that were not sent electronically.
They will also know how to deal with special circumstances such as when you have a medical emergency and need help immediately. They can also tell you about other services that the post office provides, such as data storage for businesses or individuals who have been denied credit because of old records.
Finally, the letter carrier will ask you some questions about where you would like the letter to go.
Make certain that your mail is delivered!
How to Write an Effective Letter
Begin the letter with the date that it will be mailed or delivered in person. Include your name, address, and phone number, followed by the name and address of the renter. You can also provide a subject line that outlines why the letter is being vacated. Begin with a greeting, followed by your tenant's name. If you have further questions about what to include in the letter, refer to our article on how to write a notice to vacate.
The best time to write a letter to terminate a rental agreement is before the end of the current term so there are no doubts regarding whether you are required to give notice. If you decide to write a postcard instead, then you should send it at least 30 days in advance of when you plan to leave. Make sure to include your phone number on the card in case the renter has any questions regarding when you will be out of the apartment.
A written notice can be filed away for future reference or shown to a new tenant upon move-in. If you fail to give notice, you may be charged as late rent or legal action may be taken if someone is injured in the apartment due to a dangerous condition.
In a security deposit return letter, include the following information:
What Is the Best Way to Write an Eviction Letter to a Family Member?