Commercial Lease Termination Letter To Landlord

Businesses that rent commercial space from a landlord must notify the landlord in writing if the lease will not be renewed. A timely notification provides the property owner with time to secure a new tenant for the space and helps ensure the business will recoup its security deposit.

Format and Content

A lease termination letter should be sent 30 days prior to the expiration date of the lease unless otherwise specified in the contract. The letter should contain the specific date you plan to vacate the premises and the date you plan to surrender the keys to the property owner. The letter should include a request for property inspection, a forwarding address for the business, and a contact number for a person of authority employed by the business. If you are breaking the lease before the agreed termination date you will need to include a reason as well as any justifications you feel are relevant.

Sample

This commercial lease termination letter is sent from a business owner who plans to vacate a commercial property at the end of the lease term. The renter acknowledges that the improvements made to the property are fixed and now belong to the property owner. In addition, the renter reminds the owner that the last month’s rent was paid in advance.

Dear Mr. Rath:

The commercial lease agreement entered into on January 1, 2010 is set to expire on September 1, 2013. This letter is to inform you that I will not be renewing the lease for the commercial property located at 223 Montford Drive. During the month of August we will be relocating to our new office facilities.

My business has grown significantly over the last 2 years. Although your office space has served us well, we have decided to build a new facility that is larger and closer to our customer base. As of August 25, 2013 the official address of ABA services Inc. will be 46 Hillside Drive, Knoxville, TN 65236. After this date, please send any correspondence to our new address, attention Ms. Joan Rivers, facility manager.

As per our rental contract, the last month’s rent was paid in advance during our first month of occupancy. With your permission we made several improvements to the property. As agreed, these improvements are considered fixed and permanent and they will remain with the property after we vacate. We have taken excellent care of facility and will be leaving the property clean and ready for the next tenant.

We would like to schedule a final inspection of the property during the last week of August. Please call Ms. Rivers at (555)-555-5555 to schedule a time that is convenient for you. Ms. Rivers will follow-up with you during the first week of August. Feel free to call me or Miss Rivers if you have any questions.

Sincerely,

John Max

Mr. John Max, Managing Director

ABA Services, Inc.

(555)-555-5555