A rent balance letter template (demand for rent) is an official notice sent by a landlord to inform a tenant that they owe money in rent or other lease-related payments. It may be curable or incurable, meaning the tenant may have the opportunity to remedy the situation or that they may be forced to move out of the property. Usually, the letter carries the threat of eviction.
When lease agreements are breached, such as through nonpayment by the tenant, the landlord has a responsibility to initiate communication. A demand letter for rent is an excellent way to inform the tenant that they should settle their arrears by a set date.
When Can You Use a Rent Balance Letter?
The main purpose of a demand for rent letter is to bring the tenant’s attention to an overdue payment and encourage them to pay it. It can come in handy when:
- The tenant has an outstanding rent debt
- The tenant received maintenance services for which they were supposed to pay
- The tenant failed to pay their deposit in its entirety
- The tenant caused some damages on the property
Reasonable Notice for an Eviction
In the United States, laws exist to protect both tenants and landlords from unlawful acts regarding eviction from a property. One requirement is that landlords have to provide tenants with prior notice before evicting them from a house. The length of the notice may vary from state to state.
If you are considering evicting your tenant for their overdue payments, a rent demand letter is an excellent opportunity to mention an eviction notice.
What to Include in a Rent Balance Letter
A rent balance letter should include the following details:
- The property name and address
- The rental period for the due payment
- The due rental amounts and any additional charges
- Avenues for the tenant to cure the debt
- The consequences of nonpayment
Writing Tips for a Rent Balance Letter
Any mistakes during the eviction process, such as those that may constitute a breach of contract, can be costly to a landlord. Consider the following pointers when drafting a rent balance letter (demand for rent) for your tenants:
- Always identify the property in question by stating its address. This will ensure you and the tenant are on the same page from the word go.
- When mentioning the due balance, provide the rent periods, rent amounts, and any additional charges to provide a total figure.
- Try to quote a section of the lease agreement that mentions rent arrears
- Provide a clear deadline that the tenant won’t find ambiguous, such as ‘by 12 May 2031.’
Rent Balance Letter Format
{Date}
{Tenant’s Name}
{Property Name}
{Property Address}
{City, State, Zip Code}
Re: Due Rent Notice
Dear {Mr./Mrs./Ms. Last Name},
This is to inform you that you owe {amount in dollars} in rent arrears for the property, {property address}. The amount is to serve as payment for {nature of arrears}. According to the terms of your lease agreement, you should have made the payment on {date}.
You have {duration} from the receipt of this letter to pay the amount in full to the following address {payment address}. Failure to comply will lead to {consequences of nonpayment}.
If you have any questions regarding this matter, contact me at {contact information}.
I look forward to a speedy resolution.
Sincerely,
{Your Name}
{Your Signature}
Sample Rent Balance Letter
17 April 2031
Faith Quebec
Elite Apartments
111 Drapery Road
New Orleans, LA 09080
Re: Rent Due Notice
Dear Ms. Quebec,
This is in regard to House 99A on 111 Drapery Road, which you rent from Elite Apartments Ltd. As per our record, you have the following outstanding payment arrears:
• Deposit balance – $2,000
• Rent for the period 1 February to 1 April – $4,000
• Rent for the period 1 March to 1 April – $4,000
• Late fee charges – $240
• Total due amount – $10,240
This amount is way overdue, as evidenced by the late fee charges. You have 14 days from the receipt of this letter to pay the amount in full to the following account: AC 9876. Failure to comply will lead to the termination of your lease agreement and possible legal action.
If you have any questions regarding this matter, contact me at [email protected].
I look forward to a speedy resolution.
Sincerely,
William Mitts
Rent Balance Letter (Word Template)
Key Takeaways
An effective rent balance letter template (demand for rent) should inform the tenant that they are late on payments by outlining the lease details, amount owed, and applicable dates. It should provide them with an avenue to cure the situation and a deadline by which they should have done it. Finally, the letter should announce the consequences of non-payment, such as eviction.