Communicating with tenants about property damages requires clarity and professionalism. A well-drafted landlord-to-tenant letter, especially after an inspection, can prevent disputes and ensure all parties are on the same page. Whether you’re sending a formal property damage report or a letter explaining why you are keeping the security deposit, having a solid template is essential for handling these situations effectively.
These sample letters provide clear formats to help you address various damage-related issues with your tenants.
Sample Letter to Tenant for Damages
[Your Name/Landlord Name]
[Your Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email]
[Date]
[Tenant’s Name]
[Rental Property Address]
[City, State, Zip Code]
Subject: Notice of Property Damages at [Rental Property Address]
Dear [Tenant’s Name],
This letter is to formally notify you of damages that were discovered at the above-mentioned property, which go beyond normal wear and tear. The damages were noted on [Date of discovery, e.g., during a routine inspection].
The specific damages are as follows:
- [Itemized List of Damage 1, e.g., Large hole in the living room wall]
- [Itemized List of Damage 2, e.g., Broken kitchen cabinet door]
- [Itemized List of Damage 3, e.g., Deep scratches on the hardwood floor in the bedroom]
As per section [Number] of your lease agreement, you are responsible for the cost of repairing these damages. The estimated cost for repairs is [Amount]. We have attached copies of repair estimates for your review.
Please contact me at [Your Phone Number] or [Your Email] within [Number] days to discuss how you would like to proceed with the repairs.
Sincerely,
[Your Name]
Landlord
Landlord to Tenant Letter Template
Subject: Important Notice Regarding Your Tenancy at [Rental Property Address]
Dear [Tenant’s Name],
This letter serves to address [State the specific purpose of the letter, e.g., a lease violation, necessary repairs, upcoming inspection].
[In this section, clearly and concisely state the main issue. Reference the specific clause in the lease agreement that is relevant to the situation. Clearly outline the next steps or the action required from the tenant, including any relevant deadlines.]
Please be aware that [State the potential consequences if the issue is not resolved, as outlined in the lease agreement].
We value you as a tenant and hope to resolve this matter amicably. Please contact us to discuss this further.
Letter to Tenant After Inspection
Subject: Follow-up Regarding Property Inspection on [Date of Inspection]
Dear [Tenant’s Name],
Thank you for your cooperation during the recent inspection of your unit at [Rental Property Address] on [Date of Inspection].
The inspection revealed the following items that require your attention:
- [Finding 1, e.g., Unauthorized alterations, such as painted walls in the guest room.]
- [Finding 2, e.g., Evidence of smoking inside the unit, which is a violation of the lease.]
- [Finding 3, e.g., A damaged screen on the patio door.]
Please rectify these issues by [Date]. Failure to do so may result in deductions from your security deposit or other actions as permitted by your lease agreement.
Sample Letter Keeping Security Deposit
Subject: Itemization of Security Deposit Deductions
Dear [Former Tenant’s Name],
This letter is to provide you with a breakdown of the deductions from your security deposit for the property located at [Rental Property Address].
Your total security deposit was [Amount]. The following amounts have been withheld to cover the cost of repairs for damages beyond normal wear and tear:
- Wall Repainting due to excessive scuffs: $[Amount]
- Carpet Cleaning for pet stains: $[Amount]
- Replacement of broken blinds: $[Amount]
- Total Deductions: $[Total Amount]
Attached are copies of the receipts for these repairs. [The remaining balance of your deposit, $[Amount], is enclosed / will be mailed to you separately.]
Property Damage Report Letter Sample
Subject: Formal Report of Property Damage
Dear [Tenant’s Name],
This letter serves as a formal report of significant property damage identified at [Rental Property Address] on [Date]. The damage consists of [Describe damage, e.g., water damage to the ceiling and floor in the bathroom, apparently caused by a long-term leak].
We have arranged for a contractor to assess the damage on [Date and Time]. We require access to the unit at that time.
This report is for documentation purposes and to ensure we address the issue promptly to prevent further damage. We will be in touch to discuss the cause and responsibility for the repairs as outlined in your lease agreement.
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