How to Write a Rent Increase Letter to Your Tenants (With Free Letter Template)

What is a rent increase letter?

A rent increase letter is a formal document that informs tenants that their rent will be going up. It outlines the specific date of the increase, how much the tenant can expect to pay going forward, and other relevant details. A rent increase letter is sometimes called a rent increase notice.

Why is it important to send a rent increase letter to tenants?

A rent increase letter serves as a communication tool between tenants and landlords to confirm that both parties understand the new rental rate. But it’s more than just a casual message asking someone to pay more. Here’s why sending your tenants a rent increase letter is essential:

It’s a legal requirement. Most jurisdictions require landlords to provide tenants with written notice of an impending rent hike. These tenancy laws outline clear deadlines for when you must deliver the notice and the information to include. The court will deem your rent increase invalid if you don’t follow the notice requirements.

It maintains transparency about the lease agreement. A clear, concise rent increase letter keeps tenants in the loop about how much they can expect to pay, especially when a fixed lease term is about to expire. It prevents misunderstandings and disputes, allowing the tenancy to continue smoothly.

It strengthens the landlord-tenant relationship. Keeping tenants informed about rent increases helps build trust, openness, and mutual respect. An individual renting your property may grimace at the thought of paying more. But if you notify them of the rate hike in advance with sound reasoning, they’ll have time to adjust their budget to the new fee. And they’ll be more willing to renew their lease rather than move out.

It’s good recordkeeping. Few people enjoy dealing with paperwork, but documenting rent increase letters and delivery receipts can protect you legally. If your tenant decides to dispute your increase in court, you’ll have the proof you need to win your case in court.

It’s professional. A well-drafted letter signals to your tenants that you know how to properly manage a rental property and take your role as a landlord seriously. More importantly, it demonstrates that you genuinely care about their well-being and respect their legal rights.

How do you write a rent increase letter?

There’s no exact formula for writing a letter to raise rent. However, at a minimum, it must comply with the tenancy laws in the area where your rental is located.

The first thing you need to determine is whether you can create a rent increase letter from scratch or must use a specific form. This will depend on the tenancy regulations in your city or region. Some jurisdictions require the use of an approved form, which you can download from your government’s website. In other areas, you’re free to use your own template.

Second, you need to know what information to include in your letter to ensure your tenants clearly understand their obligations going forward. You can find these requirements in your local or regional housing authority’s regulations.

Keep in mind that residential tenancy laws typically specify the minimum items a rent increase letter must contain, such as your new rent amount and the date it takes effect. However, it’s worthwhile to go beyond the regulations and provide additional details for clarity and transparency, as we explain in the next section. In doing so, you can raise your rent while minimizing complaints from tenants.

What should a rent increase letter include?

Here are the key ingredients of a well-crafted rent increase letter:

• Tenant’s name and address. Make sure to address the letter to the correct tenant and location. Include the names of the other people listed on the lease as well.
• Date of the letter. Add the date you issued the letter so that it’s clear when the notice period begins—this is crucial to prove you’ve given the tenant sufficient notice as required by law.
• Current rent amount. Include the current rental rate to provide context for the upcoming increase. 
• New rent amount. Indicate the new monthly rent amount. Be sure to include any extra fees, if applicable, for parking, utilities, security deposit, and other services previously agreed to by the tenant.
• Effective date of the rent increase. Specify when the new rent fee applies to the lease, ensuring it complies with the rent increase rules in your jurisdiction.
• Payment instructions. Confirm if the payment method(s) for rent will remain the same. Note any changes to your rent collection process or payment due date to ensure you continue getting paid on time.
• Reason for the increase. Briefly explain why the rent fee is going up and provide clear reasons for the rise backed by evidence. For example, you can show how much your operating costs have increased. Or, you can cite examples of local rates charged by comparable rental properties.
• Reference to local tenancy legislation. Mention the relevant regulations governing rent increases in your area to demonstrate that your new rent fee complies with the law. Provide a link if you’re sending the letter by email.
• Landlord’s name and contact details. Provide your name, address, phone number, and email address so the tenant knows how to reach you if they have questions.
• Original lease start date and expiry (if needed). State the lease’s initial start date and when it expires for context.
• Due date for acceptance of the new rate. Provide the tenant with a time frame to accept or reject your new rental rate. Ask them to respond in writing so that you have proof of their decision. Explain the latest date they must vacate the property if they disagree with the new rate.
• Signature. Sign the letter to confirm that the document is an authorized notice and legally binding.

Below is an example of a rent increase letter. Feel free to use it as a template for your own letters.

Hi [NAME],

Your lease is up for renewal as the current term ends on June 30th.

Here are some comparable rental listings:

3 bed 1 bath @ $2,100 ($1750 + $350 Utilities not including pet fees)

3 bed 1 bath @ $2,000 + Utilities

The new rent is:

• Rent $1371 (increase of $100)
  • Previous $1271
• Utilities $230 (increase $10)
  • Previous $220
• Pet Fee: $50 (Unchanged)
• TOTAL $1,651

To maintain the two month notice of a rent increase to give you time for your personal budget, please see the payment schedule.

Jun 2023 $1541

July 2023 $1541 **(discount of $110)**

Aug 2023 $1651 (and so on)

As you can tell, your rent including the increase is still well below market rents. I appreciate having you as a client and I will continue to work to minimize expenses wherever possible .

On that note, you will receive a separate email from me requesting a photo of the front and back of the house, if you could help me out that would be greatly appreciated. I am shopping around for insurance and this has been requested to get an insurance quote.

If you wish to not renew your lease for another year, please let me know ASAP to discuss your needs.

A separate email with your lease renewal for digital signing (Dropbox Sign, formally Hellosign.com) will arrive shortly. Please also email me a copy of your renter’s insurance policy as this will be required before signing off the new lease.

Thank you [NAME].

-[NAME]

Extra tips for writing a rent increase letter

• Show appreciation for your tenant (start with a friendly greeting)
• Avoid rental industry jargon to maintain clarity
• Use a direct and neutral tone to keep things professional
• Keep the letter short and on point 
• Highlight important terms in bold to ensure they’re not overlooked
• Avoid intimidating or demanding language, including mentioning consequences of non-payment

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How do you deliver a rent increase letter to tenants?

You must deliver your rent increase letter in a way that adheres to the tenancy laws in your jurisdiction. Visit our local or regional government’s website to learn the acceptable delivery methods. Never assume you can simply send your tenants a text message or rely on traditional mail.

In general, there are three ways you can send the rent increase notice to your tenants:

• In-person delivery. While time-consuming, this method allows you to obtain a signed receipt directly from your tenant.
• Regular mail. This is the most common delivery method, but it can take time for the letter to reach the tenant and may get lost in transit.
• Registered mail. This is the safest option as it provides you with confirmation of the letter’s delivery and a signed receipt from the tenant. However, it costs more than regular mail.
• Email. This is the fastest and most convenient option, but it’s less reliable. The tenant may not regularly check their email, or your letter may end up in their spam inbox.

Regardless of your preferred method (or the one required by law), confirm that your tenant received the rent increase letter. Verifiable proof of delivery is necessary in case you end up in a legal dispute.

How much notice do you need to give tenants of a rent increase?

In most regions, you must provide between 30 and 90 days’ notice before raising your rent fee. This notice period is a legal requirement, so you must follow it. Otherwise, your rent increase will be considered invalid and thus unenforceable.

As a result, you’ll need to time the delivery of your rent increase letter carefully. Determine the latest date you can send it out to ensure compliance with the notice period rules—and include that date in your letter as proof.

We recommend sending rent increase letters earlier than required by law to avoid any mishaps, such as a delay in mail delivery due to harsh weather or a postal strike. Your tenants will also appreciate the extra notice, as it’ll give them more time to prepare financially for the increased fee.

Our final thoughts

It’s never easy to communicate a rent increase with your tenants, since no one is excited about paying more for housing. But a clear, well-crafted rent increase letter can help tenants adjust to your new price and understand why you’re charging more. It will go a long way toward maintaining trust and transparency while keeping you compliant with local tenancy laws.

Letting your tenants know of a rent increase ahead of time with proper disclosure is wise, but so is collecting your new fee without a hitch. Learn how you can get paid faster and avoid the pitfalls of cheques and payment delays with SingleKey’s Rent Collection.