Notice of Non-Renewal of Lease Guide for Property Managers

Real estate investors and property managers often need to issue a notice of non-renewal of lease when deciding not to extend a rental agreement. When the choice is not to extend a lease, issuing a precise and legally compliant notice is essential. This formal communication allows residents to know that their lease will end on a specified date, helping prevent misunderstandings and disputes. 

Proper timing and content of a non-renewal notice play a key role in complying with state laws, maintaining positive resident relations, and preparing for a smooth transition between occupants. 

In this guide, we’ll explain when and how to issue a notice of non-renewal, what details it should contain, common mistakes to avoid, and how it fits into broader property management goals.

What is a notice of non-renewal of lease?

A notice of non-renewal of lease is a written document sent by the landlord or property manager to the resident informing them that their current lease agreement will not be extended beyond the expiration date. Unlike a notice to vacate or eviction notice, which often requires residents to leave immediately or due to breach of lease, a non-renewal notice simply communicates that the lease will end on a scheduled date.

This notice serves as a formal heads-up to residents, giving them time to plan their move and find new housing. It also protects investors by clearly documenting the decision not to renew, reducing the risk of misunderstandings or legal conflicts.

When and why to issue a notice of non-renewal

Investors and property managers may decide not to renew a lease for a variety of reasons. Some of the most common situations include:

• The owner plans to sell the property or undertake major renovations that require the unit to be vacant.
• The resident has repeatedly violated lease terms, possibly via non-payment, property damage, or nuisance complaints.
• Market conditions have changed, allowing the investor to raise rent significantly by bringing in a new resident under a fresh lease.
• The owner intends to change the use of the property, such as converting it to a different type of rental or repurposing the space.
• The resident has indicated they do not wish to renew, and the investor or property manager is formally confirming this decision in writing.

Issuing the notice well in advance of the lease expiration date is an important part of the process. Providing residents sufficient time to make alternative housing arrangements helps maintain good relations and reduces last-minute complications.

Legal requirements and notice periods

Many lease agreements include a specific notice period that property managers must respect. Even when not specified, state or local laws often require a minimum notification time frame. Notice periods for lease non-renewal vary depending on state and sometimes even city regulations. Typically, landlords are required to provide residents with notice between 30 and 90 days before the lease expires. 

Failing to provide proper notice can lead to legal complications, including challenges from residents or delays in regaining possession of the rental unit. Carefully review both the local landlord-tenant laws and the terms outlined in the lease agreement to understand your obligations.

To avoid legal risks, we always recommend consulting with legal counsel or local housing authorities. They can provide guidance specific to your jurisdiction and help confirm that your notice of non-renewal fully complies with all applicable rules.

What to include in a notice of non-renewal

To establish clarity and professionalism, your notice of non-renewal should include the following elements:

• Resident’s full name and current address: This ensures the notice is specifically directed to the correct resident.
• Property address, if different from the resident’s mailing address: Including the rental unit’s address avoids any confusion, especially if the resident has multiple residences.
• A statement that the lease will not be renewed past its current expiration date: The statement must explicitly inform the resident that the lease agreement will end on the specified date.
• The exact date when the lease ends and the resident is expected to vacate the property: Providing a precise move-out deadline helps set direct expectations.
• Any instructions regarding the move-out process: These may include details about returning keys, scheduling a final inspection or move-out walk-through, and cleaning requirements.
• Information about the security deposit return: Outline how and when the resident can expect their deposit back, including any deductions or inspection timelines.
• Contact information for questions or further communication: Providing a phone number or email helps residents reach out if they need assistance or clarification.

Including all these details helps avoid misunderstandings and makes the transition more efficient for both property managers and residents. Open and straightforward communication upfront reduces potential issues and supports a professional relationship.

How do I write a notice of non-renewal of lease?

Crafting a legally enforceable notice of non-renewal of lease involves more than a template. Again, you should always consult with a local attorney to ensure you’re meeting the requirements set in your jurisdiction, but here’s what your notice should typically include to avoid disputes, and streamline the resident offboarding process:

• Legal identification of the resident and property
  List the resident’s full legal name and the exact rental address. If the mailing address differs from the property, include both.
• Unambiguous non-renewal language
  State explicitly that the lease will not be renewed beyond the current expiration date. Avoid vague phrasing like “we may not renew”— clarity is critical.
• Precise lease termination date
  Specify the date the resident is expected to vacate. This should match the lease end date and fall outside the required notice window (typically 30–90 days in most jurisdictions).
• Move-out protocols and resident responsibilities
  Provide expectations around final inspections, key return, cleaning standards, and any outstanding obligations.
• Security deposit procedures
  Reference the deposit return timeline, inspection process, and criteria for potential deductions—aligned with state law.
• Contact for questions or clarifications
  List a dedicated phone number or email to reduce ambiguity and prevent back-and-forth.
• Compliance with jurisdictional notice periods
  Verify and follow your state’s mandatory notice timeframe.
• Legally valid delivery method with proof
  Use certified mail, personal service with signed acknowledgment, or another delivery method recognized under your local landlord-tenant code.
• Document everything
  Keep a dated copy of the notice, proof of delivery, and any follow-up communications. In the event of a legal challenge, documentation is your best defense.

A well-written non-renewal notice protects against lease disputes, ensures timely turnover, and keeps your property’s rent-ready schedule on track.

Best practices for delivery and documentation

The method you use to deliver a notice of non-renewal can affect its legal validity. Consider these common delivery options:

• Certified mail with a return receipt requested, which provides proof that the resident received the notice.
• Personal hand delivery with a signed acknowledgment to confirm the resident physically received the notice.
• Email delivery, if permitted by the lease and state law, though this method is generally less secure and may not be legally sufficient in all areas.

No matter which method you choose, keeping detailed records can be helpful if any disputes arrive. These records should include:

• Date and method of delivery
• Copies of the notice sent
• Any follow-up communications with the resident

Maintaining professionalism helps preserve positive resident relations, even when delivering difficult news. For example, consider also writing a move-out letter to confirm key dates and information while thanking the resident for their time at your property.

Common mistakes to avoid

Issuing a notice of non-renewal requires attention to detail to avoid legal complications or resident misunderstandings. Here are some frequent errors landlords and property managers should avoid:

• Missing or misunderstanding the required notice period: Failing to give residents the full legally mandated or contractually agreed-upon time can lead to delays in regaining possession. Always double-check state laws and your lease terms.
• Using vague or confusing language: The notice should directly state that the lease will not be renewed, specify the lease end date, and outline what the resident needs to do next. Ambiguity can cause unnecessary confusion and tension.
• Failing to document delivery and receipt: Without proof that the resident received the notice, enforcing the non-renewal may become challenging. Make sure to keep records of how and when you sent the notice and any resident acknowledgments.
• Not providing contact information for resident questions: Including a phone number or email allows residents to seek clarification, which can prevent misunderstandings and build goodwill.
• Ignoring reasonable resident requests: Sometimes residents may ask for clarification or a brief extension. While you are not required to agree, responding promptly and fairly can help maintain a professional relationship and avoid escalation.

Avoiding these pitfalls creates a better transition at lease end and reduces the risk of costly issues or unintended vacancies. Proper documentation protects both landlords and residents.

Simplify resident communications with Second Nature

Properly issuing a notice of non-renewal of lease is an important part of successful property management. It helps maintain legal compliance, reduces misunderstandings, and prepares both landlords and residents for a trouble-free transition.

If you want to simplify lease communications and streamline resident touchpoints, consider how Second Nature’s platform can help. Our Resident Benefits Package is designed to simplify these tasks and enhance the resident experience with tools designed to improve communication and make lease management easier for property teams. 

Request a free demo today to discover how Second Nature can streamline your lease management and support your property operations.

FAQ

Can a landlord choose not to renew a lease?
Yes. An investor or property manager can choose not to renew a lease, as long as they comply with the notice period and local landlord-tenant laws. This decision must be communicated in writing through a formal notice of non-renewal of lease and delivered before the lease expires.

Is a notice of non-renewal of lease the same as an eviction notice?
No. A notice of non-renewal of lease simply informs the resident that their lease will end on a specific date. It does not accuse the resident of wrongdoing or require immediate removal like an eviction notice does.

How much notice does a landlord have to give if they’re not renewing a lease?
Notice periods vary by state, but most require between 30 and 90 days before the lease end date. Check both your lease agreement and local laws to determine the exact timeframe for delivering a lease non-renewal notice.

Does a notice of non-renewal have to be in writing?
Yes. A written notice of non-renewal of lease is required in nearly all jurisdictions. It protects both parties and serves as legal documentation in case of disputes.

What happens if a landlord doesn’t send a notice of non-renewal?
If no notice is given, the lease may automatically convert to a month-to-month tenancy, or the property owner may lose the right to terminate the lease on the intended date. This could delay turnover and complicate plans to raise rent, sell, or renovate.