Early Termination Email Templates - To Tenant

Important Info:

  • The Oct-Jan clause is in our FAQ and not stated in the lease. The lease says we can exercise the Early Term clause **only at the landlord's discretion/approval** and therefore, it is based on the terms we have set forth in the FAQ. We are not able to process an early term in Oct - Jan for anyone, regardless of where their lease originated.

APM Charging Early Term Fee


Subject: (PROPERTY ADDRESS) - Early Termination Fee


Hi (APM Account MGR) -

The tenants in (PROPERTY ADDRESS) are going to exercise the early termination option. Can you please post their 150% early termination fee (DOUBLE CHECK THIS MATCHES THE LEASE) on their tenant ledger? They will be vacating on (DATE).

Please continue to post the monthly rent owed on the 1st until we re-lease the property.

Thank you!





Request for Written Notice to Vacate – Early Term


Subject: Request for Written Notice to Vacate - Early Termination {{PROPERTY ADDRESS}}

Hi [Tenant's Name],

To proceed with your early lease termination, please provide written notice of your intent to vacate the property, including your proposed move-out date.

As a reminder, the Early Termination Clause of your lease agreement requires the following:
  1. You must provide written notice of your intent to terminate early, including a move-out date.
  2. Your written termination notice must include payment of the reletting fee.
  3. You must continue paying rent each month on the first until a replacement tenant is found and starts paying rent for you.
  4. You must continue your utility services after vacating, until a new tenant moves in.
  5. You must arrange for lawn service after you vacate, until a new tenant moves in.
  6. All other terms and conditions of your lease agreement must continue to be met, and you are still responsible for periodically checking up on the property.

Please submit the early termination fee to the tenant portal, and our accounting department will process it. Additionally, we require one forwarding address for any future correspondence.

For your convenience, I’m also sharing the Early Lease Termination FAQ again, which may help answer common questions. If you have any additional concerns, please don’t hesitate to reach out.


Thank you for your attention to these matters.







Tenant/Early Term - Listed for Rent


Subject: (PROPERTY ADDRESS) - Listed for Rent

Hi (TENANT NAME) -

I hope you're doing well. We have listed the property for rent. Please feel free to use the following website link if you have someone interested in renting the property: (TOP property APP page link here). Just so you know, all applicants will need to be accompanied by a realtor to view the property.

As a reminder, the following are required:
  1. You must continue paying rent each month on the first until a replacement tenant is found and starts paying rent for you.
  2. You must continue your utility services after vacating, until a new tenant moves in.
  3. You must arrange for lawn service after you vacate, until a new tenant moves in.
  4. All other terms and conditions of your lease agreement must continue to be met, and you are still responsible for periodically checking up on the property.

Thank you!



Tenant/Early Term - Prop Leased


Subject: (PROPERTY ADDRESS) Early Termination - Leased

Hi (TENANT NAME),

We have exciting news, the property has been leased & occupied! Please schedule to have the utilities disconnected from your name. The new tenants started utility services in their name from the lease commencement date (DATE).
We will refund the security deposit within 30 days from when the new tenant takes possession of the property. The deposit disposition statement will be mailed to your forwarding address on file: (FORWARDING ADDRESS).

Thank you!






Early Termination FEB-SEPT - Email Template


Subject: Early Termination {{PROPERTY ADDRESS}}

Hi (Tenants Name),

Thanks for reaching out with your questions. Your lease is scheduled to expire on DATE. In these instances, we refer to the early termination clause here:

The following steps must happen:

  1. The tenant must not have more than two late payments or NSF payments.
  2. You must provide written notice of your intent to terminate early, including a move-out date.
  3. Your written termination notice must include payment of the reletting fee listed in paragraph 28 of your lease agreement. The reletting fee is 150% of one month’s rent.
  4. You must continue paying rent each month on the first until a replacement tenant is found and starts paying rent for you.
  5. You must continue your utility services after vacating, until a new tenant moves in.
  6. You must arrange for lawn service after you vacate, until a new tenant moves in.
  7. All other terms and conditions of your lease agreement must continue to be met, and you are still responsible for periodically checking up on the property unless you’ve arranged with us to do it for you.
Please note, this is just an informative email. At the landlord's discretion, the early termination option can be denied. 



Early Termination Off Season (Oct-Jan) - Email Template

Subject: Early Termination {{PROPERTY ADDRESS}}

Hi [Tenant's Name],

Thanks for reaching out with your questions. Your lease is scheduled to expire on [DATE]. In these instances, we refer to the early termination clause here:

However, please note that we do not authorize early terminations during the off-season (October–January) for several reasons:

  1. During the fall/winter months, properties require additional maintenance to prepare for inclement weather.
  2. Additionally, October–January falls outside of the typical leasing season, and it is often not a reasonable amount of time to re-lease the property. During the off-season, properties can stay on the market for as long as four months. If you wish to utilize the early termination option during leasing season, February and September, please let us know so we can begin the process at that time.

The following steps must happen for early termination:

  • The tenant must not have more than two late payments or NSF payments.
  • You must provide written notice of your intent to terminate early, including a move-out date.
  • Your written termination notice must include payment of the reletting fee listed in paragraph 28 of your lease agreement. The reletting fee is 150% of one month’s rent.
  • You must continue paying rent each month on the first until a replacement tenant is found and starts paying rent for you.
  • You must continue your utility services after vacating until a new tenant moves in.
  • You must arrange for lawn service after you vacate, until a new tenant moves in.
  • All other terms and conditions of your lease agreement must continue to be met, and you are still responsible for periodically checking up on the property unless you've arranged with us to do it for you.

Please note, this is just an informative email. At the landlord's discretion, the early termination option can still be denied.


Thanks!


Note: Early Termination Requests During October–January

Early termination requests received during the October through January period will be reviewed on a case by case basis and require Property Manager approval.

  • If approved, proceed with the standard early termination process and requirements outlined above.
  • If not approved, the tenant remains responsible for fulfilling the terms of the existing lease.
  • If a tenant vacates the property without an approved early termination, the vacancy will be considered abandonment and handled accordingly under the terms of the lease.

Do not automatically deny an early termination request solely because it falls between October and January. Escalate the request to the Property Manager for review and approval.

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