The Lease Expiration Letter to Tenant is a critical document in Canadian property management that serves as formal notification of a lease's upcoming conclusion. It is typically used when a fixed-term lease is approaching its end date and the landlord or property manager needs to formally communicate the expiration to the tenant. The letter must comply with provincial residential tenancy laws, which vary by jurisdiction but generally require specific notice periods and content requirements. This document includes essential information such as the lease end date, move-out procedures, security deposit return process, and property inspection requirements. It helps ensure a smooth transition at lease end while protecting both landlord and tenant rights under Canadian law. The letter can be adapted for both residential and commercial properties, though specific requirements and notice periods may differ between these contexts.
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1. Header Information: Includes date, tenant's name and address, property address, and landlord's contact information
2. Reference Line: Clear subject line stating 'Notice of Lease Expiration' and lease reference number if applicable
3. Lease Identification: Details of the current lease including commencement date and expiration date
4. Formal Notice: Clear statement confirming the lease expiration and the date when tenant must vacate
5. Move-out Requirements: Specific expectations for property condition and cleaning requirements
6. Key Return Process: Instructions for returning keys and access cards
7. Security Deposit: Information about the security deposit return process and timeline
8. Final Inspection: Details about the move-out inspection process and scheduling
9. Closing: Professional closing with contact information for questions or concerns
10. Signature Block: Landlord or property manager's signature and official capacity
1. Renewal Option: Include when offering the option to renew or enter into a new lease agreement
2. Outstanding Payments: Include if there are any pending rent payments or other charges that need to be addressed
3. Forwarding Address Request: Include when requiring tenant's future address for security deposit return or final documentation
4. Early Termination Option: Include if offering the option to end the lease before the expiration date
5. Property Marketing: Include details about showing the property to prospective tenants if applicable
6. Utility Transfer: Include instructions for transferring or disconnecting utilities if relevant
1. Move-out Checklist: Detailed checklist of cleaning and maintenance requirements
2. Security Deposit Deduction Guidelines: Standard list of potential deductions from security deposit
3. Property Condition Report Template: Form for documenting the condition of the property at move-out
4. Forwarding Address Form: Standard form for tenant to provide their forwarding address
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