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What Should Go in a Lease Violation Notice?

System - Thursday, June 8, 2023

A new study found that sending lease violation letters can cause annual eviction rates to drop by 63%. Many tenants didn't realize they were violating the terms of their leases.

With the letter, tenants can change their behavior accordingly. Now, you may ask yourself, how do I write a lease violation notice? Thankfully, we've found all you need to know; that way, you can inform tenants of violations correctly and respectfully.

Read on to learn how to write a violation letter:

What Is a Lease Violation Letter? 

A lease violation letter alerts the tenants that they somehow breached their lease agreement. The letter is an official notice providing the tenants with a time period in which they must correct their behavior or face consequences like eviction.

In most cases, landlords or property managers must send the letter before sending a notice of eviction. That way, the tenants know the lease violations and can correct their mistakes.

The letter is essentially a warning. However, if it's not sent before eviction, the tenant may have cause to sue, so make sure you follow the proper steps to obey the eviction laws in your state.

Common Lease Violations 

Lease violations are any action or inaction that breaches the official lease agreement signed by the tenant. These violations can include:

  • Regularly failing to pay rent promptly
  • Having a pet in a no-pet property
  • Smoking in a no-smoke property
  • Repeated noise complaints
  • Unauthorized occupants living in the residence

It's important that you keep a record of all lease breaches, whether seen by you or another individual. Doing so will not only hold the tenant responsible but ensure that you have proper documentation to send a violation notice.

What to Include in a Lease Violation Notice 

If you decide to write a lease violation letter, make sure you include the following:

  • The date
  • The tenant(s) names
  • The rental unit number
  • The lease violation
  • The date and time the violation occurred (if applicable)
  • A reference to the section of the lease that has been breached
  • The deadline to correct behavior
  • The consequences of continuing said behavior
  • The signature of the property manager or landowner

You'll want the tone of your notice to be polite but also firm. Remember, the tenant may be violating their lease mistakingly, so don't use accusatory language. Instead, put things plainly so the tenant understands what the notice means.

Its Time to Write Your Lease Violation Notice 

Writing a lease violation notice is fairly straightforward. You'll want to write the notice in a professional, respectful, and assertive tone. Refrain from coming off as flexible or unbothered, as it might not persuade the tenant to change their behavior.

Ensure you include all details of the violation but don't compromise another tenant's privacy. Even if other tenants have reported a certain behavior to you, there's no need to identify them by name. Once you've included the necessary parts, it's time to send the letter.

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