Notices of Breach of Lease (Lease Violations)
Send a notice of breach of lease to the tenants in case:
- Non-Payment of Rent: The tenant fails to pay rent on time or at all.
When issuing a notice for non-payment of rent, we will utilize the form TXR-2230: Notice of Late Rent Breach of Lease.
For any other lease violations, as outlined below, we will use the form TXR-2231: Notice of Non-Rent Breach of Lease.
- Unauthorized Occupants or Subletting: The tenant allows individuals not listed on the lease to live in the property or sublets the property without the landlord's permission.
- Property Damage: The tenant causes significant damage to the property beyond normal wear and tear.
- Violation of Property Rules: The tenant violates specific rules outlined in the lease, such as noise restrictions, pet policies, or smoking prohibitions.
- Illegal Activities: The tenant engages in illegal activities on the property.
- Failure to Maintain the Property: The tenant neglects responsibilities such as maintaining cleanliness, disposing of trash properly, lack of lawn maintenance, or preventing damage from occurring due to negligence.
- Violating Health or Safety Codes: The tenant engages in activities that violate local health or safety codes, such as hoarding or improper storage of hazardous materials.
- Email to the tenants about lawn maintenance who have already vacated the property before the lease end date.
The following templates can be sent to the tenants to rectify the situation. Use the HOA/Lease Violation spreadsheet to keep the lease violation record and for timely follow-up.
1. Template: Non-pament of rent
Subject: Urgent: Notice of Non-Payment of Rent
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Dear [Tenant's Name],
I hope this message finds you well. This is a formal notice regarding your rent payment for the property located at [Property Address], which is currently overdue.
As of today, [Current Date], we have not received your rent payment for the month of [Month/Year].
Please remit the outstanding rent amount of [Amount Owed] immediately. You can make the payment through your online portal.
Failure to address this matter promptly may result in additional late fees as outlined in your lease agreement, and it may also initiate further actions, including but not limited to, termination of your lease and eviction proceedings.
Thank you for your prompt attention to this important issue.
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2: Template: Unauthorized Occupants or Subletting
Subject: Urgent: Notice of Unauthorized Occupants/Subletting
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Dear [Tenant's Name],
I hope this message finds you well. This email serves as a formal notice regarding a breach of your lease agreement for the property located at [Property Address].
It has come to our attention that there are unauthorized occupants or subletting activities occurring at the property. According to the terms of your lease agreement, specifically 28.B, any occupancy or subletting without prior written consent from the landlord is strictly prohibited.
To remedy this situation, we request that you:
Please confirm in writing that you have addressed this issue by [specific date, typically within a week of the notice]. Failure to comply with this notice may result in further action, including but not limited to additional charges, termination of your lease, and eviction proceedings.
We appreciate your prompt attention to this matter.
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3: Template: Property Damage
Subject: Urgent: Notice of Property Damage
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Dear [Tenant's Name],
I hope this message finds you well. This email serves as a formal notice regarding property damage at the rental unit located at [Property Address].
During a recent inspection/visit on [Date of Inspection/Visit], it was observed that there is damage to the property, specifically [describe the nature and extent of the damage, e.g., "damage to the walls in the living room," "broken window in the bedroom," "stains on the carpet," etc.]. According to the terms of your lease agreement, specifically 10 D.1, tenants are responsible for maintaining the property in good condition and preventing damage beyond normal wear and tear.
To address this issue, we request that you:
If you require assistance or prefer that we arrange for the repairs, please let us know. In such a case, the cost of the repairs will be added to your account and will be due along with your next rent payment.
Please confirm in writing that you have received this notice and inform us of your plan to address the damage by [specific date]. Failure to comply with this notice may result in additional charges and further actions, including but not limited to termination of your lease and eviction proceedings.
If you have any questions or need clarification, please do not hesitate to contact us.
Thank you for your prompt attention to this matter
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4: Template: Violation of Property Rules
Subject: Urgent: Unauthorized pets on the premises
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Dear [Tenant's Name],
I hope this message finds you well. This email serves as a formal notice regarding a violation of the lease agreement for the property located at [Property Address].
It has come to our attention that there has been a violation of the property rules, specifically 'unuthorized pet' on the premises. According to the terms of your lease agreement, specifically 9. Animals, tenants are required to adhere to the property rules. Please take necessary actions to ensure compliance with the lease agreement.
Thank you for your prompt attention to this important matter.
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5: Template for Illegal Activities
Subject: Urgent: Notice of Lease Violation for Illegal Activities
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Dear [Tenant's Name],
I hope this message finds you well. This email serves as a formal notice regarding a serious breach of your lease agreement for the property located at [Property Address].
It has come to our attention that there have been illegal activities occurring at the property, specifically "unauthorized business operations, nuisance activity, vehicle repair" etc. According to the terms of your lease agreement, specifically 12 D.Prohibitions any illegal activity on the premises is strictly prohibited and constitutes a severe violation of the lease.
Immediate action is required to address this issue. You must:
Please confirm in writing that you have ceased the illegal activities by [specific date, typically within 24-48 hours of the notice]. Failure to comply with this notice will result in immediate legal action, including eviction proceedings, and may involve reporting to the appropriate law enforcement authorities.
Thank you for your urgent attention to this critical issue.
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6: Template: Failure to Maintain the Property
Subject: Urgent: Notice of Lease Violation for Failure to Maintain Property
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Dear [Tenant's Name],
I hope this message finds you well. This email serves as a formal notice regarding a breach of your lease agreement for the property located at [Property Address].
It has come to our attention that there has been a failure to maintain the property in accordance with the terms of your lease agreement. Specifically, we have observed the following issues: [Describe the specific issues, e.g., "accumulation of trash and debris," "poor cleanliness," "improper yard maintenance," etc.]. According to the terms of your lease agreement, specifically 17. Property Maintenance, tenants are responsible for maintaining the property in good condition and ensuring it is kept clean and free of damage.
Take immediate action to remedy the identified issues and restore the property to its proper condition. Confirm in writing that you have received this notice and inform us as soon as the violation is cured.
Thank you for your prompt attention to this important matter.
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Lawn maintenance email template (HOA Violation)
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Hello (Tenant name),
I hope you're doing well. This email is to formally notify you of a violation that has been reported by the Homeowners Association.
It has come to our attention that there has been a failure to maintain the property in accordance with the terms of your lease agreement. Specifically, we have observed the following issues: Yard maintenance. According to the terms of your lease agreement, specifically 17.B
The date to cure the violation is (Cure date) or else a fine will be assessed to your account. Please confirm receipt and let us know once it's done.
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7: Template: Lawn maintenance email for already vacated tenants
Subject: Urgent: Lawn Maintenance Required Through Lease End
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Dear [Tenant’s Name],
I hope this message finds you well.
This is a reminder that, per the terms of your lease agreement, you are responsible for maintaining the lawn at [Property Address] through the end of your lease on (lease expiration date), regardless of whether you have vacated the property.
Please ensure the lawn is regularly mowed and maintained until the lease officially ends to avoid any potential charges for non-compliance.
If you have any questions or need assistance arranging lawn care, feel free to reach out. Thank you for your attention to this matter.
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Follow-up email to the tenant
We need to follow up with the tenants after sending the lease violation email. Send the below template.
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Hello,
I just wanted to follow up on this. Could you please provide us with an update on a resolution for this issue? Please let us know if this has been resolved, or if a solution is in progress, when it will be completed.
Thanks so much!
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A. Steps on creating the lease violation (Non-rent breach of lease)
- Login to the zipform plus and search for the desired property. After searching, click the property address to enter into the transaction.
- In this section, you’ll find various property-related documents. Click on and open the 'Notice of Non-Rent Breach of Lease' file. The document will open, allowing you to make edits as needed.
- Add the tenant's name and property address.
- Add the description (violation description) in A.1 and add the cure date and corrective action in A.2. Save and download the document for DocuSign.
Preparing to Docusign
- Login to DocuSign and upload the document
- Add the recipient name and email address. Here, we will add Alysia's name and email address. Click next to proceed.
- Add the sign and date signed fields for Alysia. Click the send button to Docusign
- After getting it signed by Alysia, attach the document with email template and send it to the tenants
- Use the follow-up template above to get the violation update
B. Steps on creating the lease violation (Notice of late rent breach of lease)
- Login to the zipform plus and search for the desired property. After searching, click the property address to enter into the transaction.
- In this section, you’ll find various property-related documents. Click on and open the 'Notice of Late Rent Breach of Lease' file. The document will open, allowing you to make edits as needed.
- On the first page, enter the tenant's name and the property address.
- Under Section A.(1) Late Rent, check the box and specify the month for which the rent remains unpaid.
- Under Section A.(2) Opportunity to Cure, write the total amount due, the daily late charges of $25 (check the late fee policy on the property page), and the payment deadline (usually the next day). Check the last box and specify 'Electronically through the online portal.
- Proceed to page 2 and add the name and the firm name.
- Check mark the other box and add 'Electronically/Email.'
- Download the document and rename it as: {Property address} Non-Payment of Rent
- Once the document is downloaded, it must be signed by the property manager. Upload the document to DocuSign and send it to the PM for their signature.
- Once the document is signed, forward it to the tenants using the email template provided below:
Dear [Tenant's Name],
I hope this message finds you well. This is a formal notice regarding your rent payment for the property located at [Property Address], which is currently overdue.
As of today, [Current Date], we have not received your rent payment for the month of [Month/Year].
Please remit the outstanding rent amount of [Amount Owed] immediately. You can make the payment through your online portal.
Failure to address this matter promptly may result in additional late fees as outlined in your lease agreement, and it may also initiate further actions, including but not limited to, termination of your lease and eviction proceedings.
Thank you for your prompt attention to this important issue.