What Should a Lease Renewal Notice Say?

A lease renewal notice is the written record that you offered to continue the tenancy and on what terms. It serves three jobs at once: it tells the tenant you want them to stay, it documents the new rent and dates, and it creates a paper trail if the tenant does not respond. Without a written notice, a renewal discussion that happens by phone can leave you in a holdover situation with no record of what was offered or when.

Send the notice early, commonly 60 to 90 days before the lease ends, so the tenant has real time to decide. In Pennsylvania there is no state statute setting a specific renewal-notice deadline, but the lease itself may say something about notice, and local practice favors giving generous advance warning. If the lease states a notice window, follow it exactly.

The tone matters too. A renewal notice that sounds like a demand pushes tenants to look elsewhere; one that reads like a clear, fair offer keeps good tenants. Be professional, friendly, and specific.

Cover the essentials in plain language so nothing is left to interpretation. Start with the property address, the date of the notice, and the names of all tenants on the lease. State that you are offering to renew the tenancy, give the current term's end date, and describe the new term: for example, a new 12-month lease from October 1 through September 30.

State the new rent clearly, whether it stays the same or changes, and note any other changes to the lease, such as a new pet addendum or a utilities arrangement. If the rent is increasing, say the new amount and when it takes effect, and mention that comparable units in the area support the figure, without over-explaining.

Add the practical details: how the tenant accepts the offer, such as signing the renewal document or replying in writing, and the deadline for a response, typically two to four weeks away. Include what happens if they do not respond: the tenancy may end or convert as the current lease provides, and you may begin marketing the unit.

Email vs Paper Delivery

Send the renewal notice by the method you can prove and the lease permits. A signed paper notice gives the strongest proof, but email with a read receipt and a delivery record is practical and widely accepted when the lease allows electronic notice. Whatever channel you choose, store the sent copy and the delivery proof in the tenancy file.

Follow up once by another channel, such as a call or a text, to confirm the tenant received and understands the deadline. The follow-up is not a new notice; it is a courtesy that keeps the deadline from becoming a surprise, and it preserves the relationship while the process stays documented.

Keep the notice consistent with Pennsylvania's notice framework and your lease. If a rent increase accompanies the renewal, make sure the increase does not take effect until the current term ends and give proper written notice, commonly one full rental period for a month-to-month tenancy. The notice should be delivered in a way you can prove, such as certified mail, a signed delivery service, or hand delivery with a witness.

If the current lease automatically converts to month-to-month after its term, say so in the notice and state what the month-to-month rent will be. That converts a potentially ambiguous holdover into a clear, agreed arrangement, and it keeps the 15-day notice framework for ending the tenancy in place for either side.

Avoid adding conditions that the law does not allow. The renewal cannot be conditioned on waiving legal rights, such as giving up the warranty of habitability, and it cannot violate fair housing rules. Keep the renewal about the business terms of the tenancy.

Most renewal notices follow the same simple structure, and a template saves time. At the top, the property address, date, and tenant names. Next, one line stating the offer to renew. Then three short sections: the new term dates, the rent and other financial terms, and any changed rules or addenda, followed by how to accept and the response deadline.

A closing line can note that the signed renewal must come back by the deadline and that the landlord will start showing the unit if it does not. Sign the notice and keep a copy for your records alongside the future signed renewal.

Keep the notice to one page when possible. A short, clear document is more likely to be read and returned than a long form, and it still does the legal work of recording your offer if the tenant never responds.