Renewing your lease? Here’s how to notify your landlord

The rental apartment lease renewal is one of the most important steps you might face each year. Letting your landlord know your plans in advance keeps everything running smoothly — whether you’re staying put or considering other options.

Timely communication helps you secure your preferred terms, avoid last-minute stress, and prevent misunderstandings about your lease end date. And in some buildings, leases may automatically renew if you don’t give notice by a certain deadline.

Knowing how to notify your landlord about your decision to renew ensures you remain in control of your rental situation. We’ll take you through all the important steps for completing this document.

Understanding your lease agreement

Before starting the apartment lease renewal process, take a close look at your lease agreement. Most leases specify a renewal clause that explains how and when you must notify your landlord of your decision. Typically, leases require notice 30 to 60 days before your lease expires. However, this timeframe may vary depending on state laws or your specific contract.

Additionally, check whether your lease includes an automatic renewal clause. This means your lease could renew for another term — often month-to-month — if you don’t provide written notice by the deadline. Understanding these details helps you avoid being locked into another term unintentionally or missing your chance to negotiate new terms.

When to notify your landlord

Most landlords expect tenants to give a renewal notice at least 30 days before the lease ends. Some may request 60 or even 90 days, so check your lease to confirm. Giving early notice shows you’re a responsible tenant and helps your landlord plan ahead. That means notifying your landlord as soon as you’ve made your decision benefits both sides.

What’s more, early notice gives you and your landlord time to discuss updates to your lease, such as rent adjustments, repairs, or upgrades. It also gives your landlord the opportunity to prepare new paperwork or, if you decide not to renew, find a new tenant without rushing.

How to notify your landlord

The best way to handle an apartment lease renewal is to provide written notice of your intent to renew. Written communication — by email, certified mail, or a printed letter — serves as proof that you met the notice requirement.

Email is often the easiest method since it’s quick and trackable. However, sending a certified letter or hand-delivered note offers additional assurance, especially for formal leases. Keep a copy of the message or postal receipt for your records. Having documentation helps protect you in case any disputes arise about when or how you notified your landlord.

What to include in your renewal notice

When drafting your apartment lease renewal notice, include the following:

1. A clear statement of intent – Start by saying you plan to renew your apartment lease.
2. Reference to your current lease – Mention your apartment address, lease start and end dates, and any identifying details (like your unit number).
3. Proposed lease term – State how long you’d like to renew (for example, another 12 months) or confirm you agree to the landlord’s proposed renewal terms.
4. Request for confirmation – Ask your landlord to confirm the renewal terms or let you know about the next steps to finalize the agreement.
5. Deadline for response – If needed, include a polite note asking for a reply by a certain date so you can plan accordingly.

Example renewal notice

A short message keeps your communication polite and professional while making your intent clear.

Here’s a template you can use or adjust to fit your exact needs.

Subject: Apartment lease renewal for [Your Address]

Dear [Landlord’s Name],

I hope you’re doing well. I’m writing to confirm that I’d like to renew my apartment lease for another [term length, e.g., 12 months], starting on [renewal date].

Please let me know if there are any changes to the lease terms or rent amount. I’d appreciate a written confirmation or updated lease agreement at your earliest convenience.

Thank you for your time and for maintaining a great living environment.

Best regards,
[Your Full Name]
[Your Apartment Address]
[Your Contact Information]

Handling auto lease renewals

Automatic renewal clauses can extend your lease unless you provide written notice to cancel. If you don’t plan to renew, it’s essential to inform your landlord before the deadline.

To avoid unwanted renewal, review your lease’s renewal section. If your lease automatically renews on a month-to-month basis, you can usually opt out by giving proper notice — typically 30 days before the renewal date. Additionally, always confirm with your landlord whether your lease will renew automatically or if new paperwork is required.

What to do if you decide not to renew

If you’re moving out instead of renewing your apartment lease, you’ll still need to provide formal written notice. This notice should include your move-out date, current address, and contact information for your security deposit return. Keeping the message polite and clear helps maintain a good relationship with your landlord, which can be helpful if you ever need a reference later.

On top of this, providing adequate notice gives your landlord enough time to schedule inspections, list the unit, and return your deposit without issues. Even if you’re not renewing, professional communication remains just as important.

Final tips for smooth lease renewal

Renewing your apartment lease doesn’t have to be complicated. Here are a few final tips to keep the process smooth:

• Stay professional – Whether you’re renewing or moving, keep your communication polite and respectful.
• Follow the lease terms – Double-check notice requirements and renewal clauses to ensure compliance.
• Keep documentation – Always retain copies of your lease, renewal notice, and landlord’s response for your records.
• Ask questions early – If you want to negotiate rent or clarify terms, reach out before your notice deadline.

If your landlord doesn’t respond promptly, follow up with a reminder email or call. Clear and courteous communication goes a long way toward ensuring a stress-free apartment lease renewal.

Knowing how to renew your apartment lease is a key part of being a responsible renter. By reading your lease carefully, notifying your landlord early, and keeping everything in writing, you can avoid confusion and secure the living space you love for another year. Whether your renewal happens automatically or requires a new agreement, timely action and professionalism ensure a positive outcome for both you and your landlord.