Organizations that rent a commercial place from the landowner must notify the owner if they do not want to renew the contract. Notification of such a kind, beforehand, helps the owner to find a new tenant for the place and guarantees that the business will regain its security deposit. A lease termination letter is often to cancel a business contract between two parties: tenant and landlord.
A lease termination letter should be sent a month before the termination date of the contract. The letter should specify the particular dates you plan to empty the place and the specific date on which you plan to return the keys to the landlord. The letter shall also have a request for property inspection and a contact number for an individual of power hired by the organization.
If you are terminating the lease before the termination date, you will need to have a reason for doing so as well as any justifications you feel that would be relevant. The reason for termination shall be explained adequately no matter what the reason is.
TIPS FOR WRITING A COMMERCIAL LEASE TERMINATION LETTER
- Should be well written and have easy to understand terms and conditions.
- The professional approach should be used.
- Avoid rude and abrasive language.
- Keep it formal and to the point.
COMMERCIAL LEASE TERMINATION LETTER TEMPLATE
Use our free Sample Commercial termination Letter to help you get started. If you need additional help or more examples, check out some of the sample letters below.
From,
_____
Date _______
To,
__________
Subject: Commercial lease termination letter
Dear _________,
The business lease between CYT Industries and Peta Landowners PVT LTD expires on DD/MM/YYYY. This letter is to inform you that CYT Industries will not be reestablishing the lease and we would be shifting to a new place.
Over the past two years, our business has grown to the point where it made sense to invest in buying our commercial space. We have managed to shut down that building and are preparing to move in the next two months. We will vacate this current address by DD/MM/YYYY, but we will honour the terms of our lease and pay the rent for November and December to Peta Landowners PVT LTD.
I would like to thank you and Peta Landowners PVT LTD for being such great landowners and giving my company a chance to flourish. Without your attention to our needs and making sure that our facility was always functioning correctly, we would not have achieved fame.
If you have any queries or require further details, please feel free to contact me at 555-342-4322 or email me at hgedson@email.com.
Sincerely Yours,
Name.
COMMERCIAL LEASE TERMINATION LETTER SAMPLE
Mr John Max,
Managing Director
ZYX Services, Inc.
234 Drive Hill Street
Knoxville, LA 65236
DD/MM/YYYY
Mr Herbert Rath, Owner
Commercial Properties, Inc.
546 Marksville Drive
Knoxville, LA 65236
Re: notice of commercial lease termination
Dear Mr. Rath,
Subject: Commercial lease termination
Dear Mr. Stamp,
The business lease contract entered into on DD/MM/YYYY, is set to expire on DD/MM/YYYY. I’m writing this letter to inform you that I would not be renewing the lease for the business property situated at 234 Drive Hill Street. During March, we will be shifting to our new location. My company has gained success over the last two years. Your office space has served us well but, we have decided to build a new a new office which is closer to our customer base. As of DD/MM/YYYY, the official address of ZYX Services Inc. will be 84 Riverside Drive, LA 24680. After this, please send in all your correspondence to our new address, Mr. John Lord, facility department manager.
According to our rental contract, the last month’s rent was paid off in advance during our first month of occupancy. With your permission, we made several improvements, to the property. As agreed by you, these improvements are considered fixed and will remain with the place even after we vacate the office. We have taken great care of the property and will be leaving the property clean and ready for the next tenant. We like to have the final inspection of office during the last week of March. You can contact Mr.John to schedule a time that is acceptable to you. Feel free to call Mr. John or me if you have any questions.
Sincerely,
John Max.
COMMERCIAL LEASE TERMINATION EMAIL FORMAT
The following is an email format to be followed for writing a commercial lease termination letter
To: name123@email.com
From: name1234@email.com
Subject: Commercial lease termination
Dear Name of Landlord,
The business lease contract entered into on DD/MM/YYYY, is set to expire on DD/MM/YYYY. I’m writing this letter to inform you that I would not be renewing the lease for the business property situated at 234 Drive Hill Street. During March, we will be shifting to our new location. My company has gained success over the last two years. Your office space has served us well but, we have decided to build a new a new office which is closer to our customer base. As of DD/MM/YYYY, the official address of ZYX Services Inc. will be 84 Riverside Drive, LA 24680. After this, please send in all your correspondence to our new address, Mr. John Lord, facility department manager.
According to our rental contract, the last month’s rent was paid off in advance during our first month of occupancy. With your permission, we made several improvements. To the property. As agreed by you, these improvements are considered fixed and will remain with the place even after we vacate the office. We have taken great care of the property and will be leaving the property clean and ready for the next tenant. We like to have the final inspection of office during the last week of March. You can contact Mr.John to schedule a time that is acceptable to you. Feel free to call Mr. John or me if you have any questions.
Sincerely,
Signature of Tenant
Printed Name of Tenant