Friendly Rent Increase Letter (Format & Example)

A Friendly Rent Increase Letter is a letter that informs tenants the rent on their apartment is increasing in a friendly and professional way. Knowing how to handle rent increases professionally helps you write friendly rent increase letters. This article discusses what you need to know about rent increases and what to include in your rent increase letters. We have also provided a format for this letter.

The sample letter shows you how to use the format to write friendly and effective rent increase letters.

What You Need to Know About Rent Increases

Understand the Law Regarding Rent Increases

  • Unless a lease specifies that rent can be increased during the lease term, you cannot increase the rent during this period. You must increase rent beginning the month after the lease ends.
  • Be sure you know your state’s law regarding rent increase amounts. Check with your lawyer or your state’s landlord and tenant laws for rent increase limits. If you manage a rent-controlled property, contact the housing authority your property is affiliated with for more information.
  • Most states allow rent increases once per year. Make sure you know your state laws regarding the frequency of rent increases.
  • Discrimination in rent increases is illegal. Raising the rent for bad tenant behavior is also illegal.

Use Smart Practices for Rent Increases

  • Although you must give 30 days’ notice for a rent increase in most states, allowing 60 days is a good practice. This allows your tenants time to give you notice they are leaving if they do not agree with the increase.
  • Increase rent once a year in small increments rather than increasing rent less often in large increments. Most tenants expect a small yearly increase but are not willing to pay large increases less frequently.
  • Require a written response, such as a tenant signature. This practice ensures that the increase doesn’t catch the tenant off guard.
  • Deliver the letter personally or mail the letter. If you are mailing the rent increase letter, allow five days for transit. Sending the letter certified mail with a return receipt requested provides proof the tenant received it. Be sure you keep a copy of the letter.

What to Include in Your Rent Increase Letters

Be sure you have all the necessary information in your rent increase letters. You should include all of the following:

  • The subject line indicating rent change
  • Tenant’s name and apartment number
  • Statement of rent increase
  • Brief reason for the increase
  • New rent amount
  • Amount of increase
  • Current rent amount
  • The effective date for increased rent
  • Your name and contact information
  • Request that the tenant sign the response form to indicate agreement or intent to move

Note: We have provided a sample response form, which you can find below the provided basic format for this letter.

Friendly Rent Increase Letter (Format)

Here is the format for a friendly rent increase letter.

{your name}

{property address}

{date}

{tenant name}

{tenant address}

Subject: Change in Rent Amount, Apt. Number {number}

Dear {tenant name},

Due to {reason for increase}, we must regretfully increase our rental rates. We must do this in order to continue providing our tenants with comfortable, convenient apartment homes. You are a highly valued tenant and we sincerely hope you will choose to continue your residency at {apartment complex name}.

Your new rent amount will be {amount}. This is a {amount} difference from your current rent amount of {amount}. This change is effective on {date}.

Please sign and return the enclosed form to indicate your agreement of the new amount or your disagreement and your intent to move. If you chose to continue your residency, all terms of your original lease will remain the same except the rental rate.

Thank you for your time and your understanding. If you have any questions, please contact me at {your phone number} or at {your email address}.

Sincerely,

{your signature}

{your name}

Enclosed form

Here is a sample form used to signify approval of rent change.

____ I agree to the rent increase, effective {date}

____I do not agree to the rent increase, and I will vacate on or before {date}

______________________

{tenant name}

Sample Friendly Rent Increase Letter

Here is a sample letter based on the above format.

Jeremy Mills

Fairview Apartments

200 South First Street

Jefferson, NM 89667

April 1, 2022

Neils Arbor

200 South First Street, Apt. 128

Subject: Change in Rent Amount, Apt. Number 128

Dear Mr. Arbor,

Due to increased taxes and utilities, we must regretfully increase our rental rates. We must do this in order to continue providing our tenants with comfortable, convenient apartment homes. You are a highly valued tenant, and we sincerely hope you will choose to continue your residency at Fairview Apartments.

Your new rent amount will be $1,100. This is a $100 difference from your current rent amount of $1,000. This change is effective on June 1, 2022.

Please sign and return the enclosed form to indicate your agreement of the new amount or your disagreement and your intent to move. If you chose to continue your residency, all terms of your original lease will remain the same except the rental rate.

Thank you for your time and your understanding. If you have any questions, please contact me at (234) 994-3608 or at [email protected]

Sincerely,

Jeremy Mills

Enclosed form

Friendly Rent Increase Letter (Word Template)

Sample Rent Increase Letters

The wording of a rent increase letter will vary depending on state laws and the lease contract. These sample rent increase letters provide a model of how you may present your message to a tenant in different scenarios. Remember to familiarize yourself with state laws before drafting your letter.

Rent Increase Notices

A rent increase notice is a statement from the landlord informing the tenant that their rent will be raised. It can only be used when a lease is expiring or if the rental agreement is monthly. Because it constitutes a legal notice, you should send it via certified mail.

Rental Increase Forms

Rent increase forms are fillable statements informing a tenant that the landlord is increasing the rent. They are designed to ensure the landlord, who is the sender, fulfills their legal obligation to provide fair and appropriately-times notices. Also, it allows the tenant to prepare for the changes.

Friendly Rent Increase Letters

Friendly rent increase letters help you inform your tenants of a rent increase without ruining the relationship you have. They help you deliver your notice with the right balance of friendliness and professionalism. Unlike other increase letters, this letter gives you more space to state your reasons.

Conclusion

Writing rent increase letters are an unfortunate but necessary part of apartment management. Knowing what is legal and using smart and effective rent increase practices makes the job easier. Your letters can be both friendly and effective. Feel free to use the letter format to write your rent increase letters in a professional and friendly tone.

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