Tenant Communication Templates

Subject: Welcome to [Property Address] - Important Information

Dear [Tenant Name],

Welcome to [Property Address]! We're excited to have you as our tenant and hope you'll enjoy living here.

IMPORTANT INFORMATION:

Rent Payment:
- Due Date: [Date] of each month
- Payment Methods: [List methods]
- Late Fee: [Amount] if received after [Date]
- Online Portal: [URL if applicable]

Maintenance Requests:
- Submit via: [Method - email, portal, phone]
- Emergency: [Emergency contact number]
- Response Time: [Timeframe]

Contact Information:
- Property Manager: [Name]
- Phone: [Number]
- Email: [Email]
- Office Hours: [Hours]

Please review your lease agreement carefully and keep a copy for your records. If you have any questions, don't hesitate to reach out.

Best regards,
[Your Name]
[Your Title]

Subject: Move-In Instructions for [Property Address]

Dear [Tenant Name],

Your move-in date is scheduled for [Date]. Here are important instructions:

MOVE-IN DETAILS:
- Date: [Date]
- Time: [Time]
- Location: [Property Address]

WHAT TO BRING:
- Photo ID
- Copy of signed lease
- First month's rent and security deposit (if not already paid)
- Proof of renters insurance

KEYS & ACCESS:
- Keys will be provided at: [Location/Time]
- Mailbox key: [Location]
- Garage/Storage access: [Instructions]

MOVE-IN INSPECTION:
- We'll complete a walk-through inspection together
- Please note any existing damage or issues
- Sign inspection form to document condition

UTILITIES:
- Tenant responsible: [List]
- Landlord responsible: [List]
- Setup instructions: [Details]

PARKING:
- [Parking details]

TRASH & RECYCLING:
- Collection day: [Day]
- Location: [Location]

If you have questions, contact us at [Phone] or [Email].

Looking forward to your move-in!

Best regards,
[Your Name]

Subject: Friendly Reminder: Rent Due Soon

Hi [Tenant Name],

This is a friendly reminder that your rent payment of $[Amount] is due on [Date] (3 days from now).

Payment Methods:
- [Method 1]
- [Method 2]
- [Method 3]

Please ensure payment is received by [Due Date] to avoid late fees. Late fees of $[Amount] will apply if payment is received after [Date].

Thank you for your prompt attention to this matter.

Best regards,
[Your Name]

Hi [Tenant Name], reminder that rent of $[Amount] is due today. Please submit payment to avoid late fees. Thank you!

Subject: Late Rent Payment Notice

Dear [Tenant Name],

This notice is to inform you that your rent payment for [Month] in the amount of $[Amount] has not been received as of [Date].

Your rent was due on [Due Date]. As stated in your lease agreement, a late fee of $[Late Fee Amount] has been applied.

Please remit payment immediately:
- Total Due: $[Total Amount] (rent + late fee)
- Due Date: [Date]

Payment Methods:
[Methods]

If payment is not received by [Final Date], we may proceed with further action as outlined in your lease agreement.

If you're experiencing financial difficulties, please contact us immediately to discuss payment arrangements.

Best regards,
[Your Name]

Subject: Maintenance Request Received - [Property Address]

Hi [Tenant Name],

We've received your maintenance request for [Issue Description] at [Property Address].

Request Details:
- Date Reported: [Date]
- Issue: [Description]
- Priority: [Priority Level]
- Estimated Response: [Timeframe]

We've assigned this to [Contractor/Vendor] and will keep you updated on the progress. If this is an emergency, please call [Emergency Number] immediately.

Thank you for reporting this issue.

Best regards,
[Your Name]

Subject: Maintenance Update - [Property Address]

Hi [Tenant Name],

Update on your maintenance request for [Issue]:

Status: [In Progress/Completed]
- [Update details]
- Scheduled for: [Date/Time]
- Contractor: [Name/Company]

If you have questions or concerns, please contact us.

Best regards,
[Your Name]

Subject: Lease Renewal Offer - [Property Address]

Dear [Tenant Name],

Your current lease for [Property Address] expires on [Date]. We value you as a tenant and would like to offer you the opportunity to renew your lease.

RENEWAL TERMS:
- New Lease Term: [12 months/6 months/etc.]
- New Monthly Rent: $[Amount] (increase of $[Amount] from current rent)
- Lease Start Date: [Date]
- Lease End Date: [Date]

Please let us know by [Response Date] if you'd like to renew. If we don't hear from you by that date, we'll assume you're not renewing and will begin marketing the property.

To renew, please:
1. Review the new lease terms
2. Sign and return the lease agreement by [Date]
3. Pay any required deposits or fees

We appreciate having you as a tenant and hope you'll choose to stay!

Best regards,
[Your Name]

Subject: Rent Increase Notice - [Property Address]

Dear [Tenant Name],

This letter serves as [30/60/90] days' notice of a rent increase for [Property Address], as permitted by your lease agreement and state law.

CURRENT TERMS:
- Current Rent: $[Amount]
- Effective Date: [Date]

NEW TERMS:
- New Rent: $[Amount]
- Increase Amount: $[Amount]
- Effective Date: [Date]

This increase reflects current market conditions and helps us maintain the property to high standards.

If you have questions or would like to discuss this increase, please contact us at [Phone] or [Email].

Thank you for your understanding.

Best regards,
[Your Name]

Subject: Move-Out Instructions - [Property Address]

Dear [Tenant Name],

Your lease for [Property Address] ends on [Date]. Here are important move-out instructions:

MOVE-OUT REQUIREMENTS:
1. Remove all personal belongings
2. Clean property thoroughly (see checklist below)
3. Return all keys, garage door openers, mailboxes
4. Provide forwarding address for security deposit return
5. Schedule final walk-through inspection

CLEANING CHECKLIST:
- [ ] All personal items removed
- [ ] Floors cleaned (vacuum/mop)
- [ ] All appliances cleaned inside and out
- [ ] Bathrooms cleaned (toilets, showers, sinks)
- [ ] Windows cleaned
- [ ] Walls cleaned (remove nails, patch holes)
- [ ] Carpets professionally cleaned (if required)
- [ ] Yard/outdoor areas cleaned (if applicable)
- [ ] All trash removed

FINAL INSPECTION:
- Scheduled for: [Date/Time]
- Please be present for the inspection
- We'll review property condition together
- Any damages beyond normal wear and tear will be documented

SECURITY DEPOSIT:
- Will be returned within [X] days per state law
- Deductions (if any) will be itemized
- Send to: [Forwarding address]

If you have questions, contact us at [Phone] or [Email].

Thank you for being our tenant!

Best regards,
[Your Name]

Subject: Security Deposit Return - [Property Address]

Dear [Tenant Name],

Your security deposit for [Property Address] has been processed.

SECURITY DEPOSIT SUMMARY:
- Original Deposit: $[Amount]
- Deductions: $[Amount]
- Return Amount: $[Amount]

DEDUCTIONS (if applicable):
- [Item 1]: $[Amount] - [Description]
- [Item 2]: $[Amount] - [Description]
- [Item 3]: $[Amount] - [Description]

The return amount of $[Amount] has been [mailed/transferred] to:
[Address/Payment Method]

If you have questions about any deductions, please contact us within [X] days.

Thank you for being our tenant. We wish you the best in your new home!

Best regards,
[Your Name]