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Letter Notifying Landlord of a Sub Letting

By: Beth Morrisey MLIS - Updated: 23 Aug 2012 | comments*Discuss
 
Letter Landlord Tenant Sub Let Lease

Many tenants may only leave their leases early if they decide to forfeit their deposits or find someone willing to take over the lease, effectively sub letting the property. If you decide you must leave a property early and undertake finding your own replacement it is a good idea to let your landlord know of your plans. You may decide to write prior to interviewing other potential tenants, or only once you have found a viable candidate. Understanding what to tell your landlord, and how to write it for your own good record-keeping, will help you communicate most successfully.

Content of a Letter Notifying Landlord of Sub Letting

When you write to notify your landlord that you will be leaving your lease and finding your replacement be sure to include the pertinent information regarding this decision. Mention:
  • When you will be leaving the property.
  • The reason for breaking your lease, if you feel it desirable to inform your landlord of this.
  • The part of your lease identifying finding a replacement as an acceptable alternative.
  • Your intention to begin interviewing replacement tenants, or your success.
  • Any information on the replacement tenant, including contact information.
  • Your availability to meet to discuss the replacement tenant.
  • Your availability to meet for a final property inspection before departing.
  • If you have made any arrangements with the replacement regarding security deposits.

Format of a Letter Notifying Landlord of Sub Letting

When communicating with your landlord via letter always default to a formal format. Not only does this ensure that you will keep good records of your communication but it conveys a respectful, serious tone to your landlord as well. Include your name and mailing address, the date of writing and the name and mailing address of your landlord. Use formal salutations and closings, and sign your letter above your printed name. Deliver your letter in person or via the post.

Sample of a Letter Notifying of Intent to Sub Let

Mr. Timothy Tenant
[Mailing Address]

Date

Mr. Lucas Landlord
[Mailing Address]

Dear Lucas,

Due to a job transfer I will be leaving the city in late November. As per section 4.5 of my current rental agreement I understand that it is my responsibility to find a replacement tenant for you to avoid losing my security deposit.

Please let this letter serve as notice of my intent to begin interviewing replacement tenants who will be able to take over my lease as of 1 December. I intend to vacate the property as of 15 November and would appreciate it if we could set up a time for you to inspect the property in early November.

If you have any requirements of a replacement tenant please let me know in the next week. I can be reached between 9am and 9pm at [Telephone Number] or [Email Address]. If I do not hear from you I will begin searching on my own.

Sincerely,

______________
Timothy Tenant

Sample of a Letter Notifying of Sub Letting

Mr. Timothy Tenant
[Mailing Address]

Date

Mr. Lucas Landlord
[Mailing Address]

Dear Lucas,

Due to a job transfer I will be vacating [Rental Address] as of 15 November. In section 4.5 of my current rental agreement it states that it is my responsibility to find an acceptable tenant to take over my tenancy in order to avoid losing my security deposit. I have interviewed a number of potential replacement tenants and feel confident that I have found several who will earn your approval.

I would like to set up a time when we can meet and you can look over the potential replacement tenant applications and make your selection. All candidates are able to move in to [Rental Address] as of 1 December, and all are willing to give you the security deposit or pass it on to me with mine staying in place and now acting as their deposit. If you do not want to be involved in the selection of a replacement tenant please let me know and I will be happy to move forward on my own.

You can reach me on [Telephone Number] or [Email Address] any day between 9am and 9pm to discuss this matter. I look forward to hearing from you soon and moving ahead with the replacement tenant selection.

Sincerely,

________________
Timothy Tenant

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