Non-Renewal of Lease: Essential Guide for Landlords

What is a Lease Non-Renewal?

Non-renewal of a lease is a routine end-of-term scenario between landlords and tenants; it’s nothing to fear or stress about. However, it can create confusion if notice, timing, or formal documentation isn’t handled correctly.

In reality, landlords and tenants should always end a lease cleanly whenever proper notices and non-renewal letters are provided in a timely and objective manner, allowing both parties to avoid mistakes and drama at the conclusion of the term.

Our guide below outlines how to execute a non-renewal of lease with class and transparency, and provides specifics on handling the deposit, move-out logistics, and dispute prevention.

What is a Lease Non-Renewal?

In the simplest terms, a lease non-renewal is the act of allowing an existing lease to end without a new lease being enacted. It does not necessarily imply any fault or wrongdoing on the part of either party, as either the landlord or the tenant may decide not to renew a lease for various reasons. 

• According to Axios via Obligo, U.S. rental apartments were renewed 56-57% of the time in 2024, with an average stay of slightly over two years.
• That same report notes that rent changes were a major driver of rental changes.

However, some relationships end on a less-than-positive note, and CastelBlanco cites that security deposit disputes were one of the most common minor claim issues after a tenant moved out.

Unfortunately, things happen, and involving courts and lawyers should be everyone’s last resort, in favor of trying to mediate and de-escalate the situation. The Urban Institute adds that “mediation is an underused tool that allows [landlords and tenants] to reduce the prevalence of negative consequences.”

Landlords out there should always take the route of proactivity, communication, and transparency. Doing so will help avoid tenuous discussions and ensure that a tenant has ample time to prepare for a move if the landlord is the source of a non-renewal. 

Let’s break down some of the tools you can use to do it right.

Non-Renewal from Landlords to Tenants

A landlord nonrenewal of lease is a lawful decision to let the tenancy end on its contractual expiration date. It’s expected that you issue a landlord non-renewal notice when you plan to re-list, adjust terms, renovate the unit, or simply conclude the agreement. You don’t need a justifiable reason not to renew the lease, other than it must align with your lease language and any city or state laws that govern a notice of non-renewal of the lease.

How Much Notice for a Landlord’s Non-Renewal of a Lease?

The lease itself and local law dictate an appropriate non-renewal notice period. Many areas require 30-60 days, and some as long as 90 days. If the lease does not specify otherwise, follow the state rules by default. It’s highly recommended that you verify and understand the city and state requirements before serving a notice of non-renewal of lease. Ideally, you give even more time than regulated to help resolve and mitigate any disputes and get everyone on the same page sooner.

Practical Tips for Landlord Notice of Non-Renewal

1. Work backwards from the lease end calendar date and ensure your calendars, automation systems, and correspondence are all geared towards not renewing a tenant.
2. Use the longest applicable non-renewal window as a courtesy and for regulatory safety.
3. Ensure that your current lease does not contain any automatic-renewal language, and issue your non-renewal letter in accordance with your existing lease.
4. Keep proof of all physical and electronic delivery of notices and log all communication.

How to Write and Deliver a Landlord Non-Renewal Lease Letter

Now that you understand the nuts and bolts of how to initiate a proper non-renewal process, let’s outline some of the requisite documentation you’ll need, starting with the non-renewal letter itself.

Non-renewal letters are best when written with clarity and purpose. It should identify the parties and unit’s complete address (including unit number), specify that the lease will end on the contracted termination date, cite the required notice period on the lease and/or the law, identify the move out date, when the keys are due, and provide a single point of contact for all move out and pre-move out inspection logistics.

The tone of the letter should be factual, objective, and neutral. Inserting any complaints, emotion, or judgment is not how to write a non-renewal lease letter, as you’re opening the door for drama and contention. 

Sample Non-renewal Letter

Subject: Notice of Non-Renewal of Lease

To: [Tenant Name], [Property Address, Unit]

Date: [Today’s Date]

This letter serves as formal notice of the non-renewal of the lease for the property mentioned above. The lease will end on [Lease End Date]. Per the lease and applicable law, this notice is provided [X] days in advance.

Please vacate and return all keys by [Move-Out Date]. Contact [Name, Phone, Email] to schedule a pre-move-out inspection and to coordinate lawful access for showings with proper notice. Your security deposit will be processed in accordance with state law. We will send any required itemization to the forwarding address listed. If you’d prefer a different forwarding address, please contact the person above.

Thank you for your cooperation,

[Landlord/Company Name]

Delivering the Notice of Non-Renewal

Once you’ve drafted and finalized the letter, the next critical step is how it gets delivered. There are a few options.

1. In-person delivery with signed receipt (recommended)
2. Certified mail with return receipt
3. Digital delivery, such as email or management software

You can also choose to send it in more than one format to ensure delivery. Regardless, keep all copies of the signed non-renewal letter, proof of delivery, and a dated send log. You want to make sure that a letter of non-renewal is enforceable.

After Delivering the Notice

With delivery documented, move directly into execution. List the unit early and follow access rules before any showings. Offer (or schedule, if your lease provides) a pre-move-out walk-through to flag chargeable items and reduce deposit disputes. Line up your turn vendors (paint, flooring, cleaning, repairs) against the move-out date so the unit returns to market quickly. Collect the tenant’s forwarding address in writing; then meet your state’s deposit deadline with either the refund or a compliant itemization. 

Non-Renewal from Tenants to Landlords

Tenants can choose not to renew their lease under a similar standard to landlords – it’s not an admission of wrongdoing or fault, and it is entirely acceptable to simply choose not to renew a lease for one reason or another.

However, like landlords, it’s appreciated and customary to consider local law, the terms of your lease, and timing when submitting notices of non-renewal.

How Much Notice for Non-Renewal of a Lease?

Your non-renewal notice period is specified in the lease and governed by local law. Many markets require 30–60 days, while others need more. If your lease does not clarify, follow the state default and give extra time as a courtesy.

All of the same practical tips that apply to landlords apply to tenants, from working backwards on the calendar to confirming any auto-renewal language in your lease, to documenting all proof of delivery and logging your correspondence.

How to Write a Non-Renewal Lease Letter for Tenants

Like a letter from a landlord, maintain a neutral tone and list all parties, the address, the timing, key dates, and provide a reliable forwarding address, especially. Here is a copy and paste template below.

Subject: Notice of Non-Renewal of Lease

To: [Landlord/Manager Name], [Company if applicable]

Property: [Address, Unit]Date: [Today’s Date]

This letter serves as formal notice of the non-renewal of the lease. The lease will end on [Lease End Date], and I will vacate and return keys by [Move-Out Date]. Per the lease and applicable law, this notice is provided [X] days in advance.

Please advise on your preferred time for the pre-move-out inspection. My forwarding address for the security deposit and final correspondence is: [Forwarding Address].

Thank you,

[Your Name | Phone | Email]

Choose from the same three methods of delivery as the landlord (in-person, certified mail, or digital) or do all three to ensure delivery. Just be sure to log everything, especially proof of delivery.

From there, you should expect a smooth process until your move-out date. Try to be flexible and accommodating for the landlord to schedule a pre-move-out inspection, showings for prospective new tenants, and timeliness when returning all keys.

FAQs

Can a landlord refuse to renew a lease?

In most in cases, yes. But you need other look at rent ordinances and just cause. In certain cities, like San Francisco, you have just cause rules which mean a landlord can only terminate or decline to renew a tenancy for specific legally recognized reasons. Examples include non-payment of rent, significant lease violations, nuisance behavior, owner move-in, or removing the unit from the rental market. In cities with these rules, a lease can’t end without one of the allowed causes.

How much notice does a landlord need to give for non-renewal?

Notice requirements for non-renewal vary widely by state and property type. Some jurisdictions require only 30 days, while certain property types, like mobile home tenancies, may require 90 days or more. Always check your state and local laws to ensure you’re giving the correct notice for your specific property.

What should be included in a non-renewal letter to a tenant?

Clear intent not to renew, property and parties, lease end date, required notice of non-renewal of lease period, move-out/keys, and contact details.

How do I notify my landlord that I am not renewing my lease?

Send a dated, written lease non-renewal letter with your move-out date, meeting lease/state notice rules; use certified mail or a lease-approved portal for proof.

What happens if a landlord doesn’t send a notice?

If required notice isn’t given, the non-renewal of the lease may be ineffective, risking holdover or an automatic renewal (where applicable) and potential disputes.

Can a tenant request an extension after notice of non-renewal?

Yes, tenants can request an extension, but it is discretionary. If granted, put the revised date in writing or execute a short agreement to avoid ambiguity.