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- 1). Locate your original lease or any documents that describe the rental agreement and items having to do with contract timelines, limits and details about breaking the lease, etc. Make sure you have met all your responsibilities -- if you are trying to get out of a lease for unsound reasons, you'll have to carefully describe the situation. Typically a dying family member who needs you to reside across country might be one purpose, but landlords usually have to agree to changes.
- 2). Start a log of contact efforts. List every means you have tried (phone, email, letter, etc.) and put the date and time into the log: Mailed first attempt to notify of vacating on Dec. 10th; Called Dec. 12th at 3:15 p.m. -- no answer. Keep the log functional even after you have moved out. This is important in case of any legal situation that might arise. If you have someone who can vouch for your efforts or who will sign log entries as a witness, that helps, too.
- 3). Compose your letter opening with Dear Landlord Smith, and say why you are writing: Though we've enjoyed the past three years of living here, Mike's got a new job in San Diego and we need to relocate immediately. Our lease is up, so the timing is perfect and we hope to see you before we depart to finalize all business.
- 4). Build the body of the letter by stating details of what you have done regarding making regular rent payments (on time), what you have done to improve the property, and how you are cleaning it yourself or hiring cleaners to come and do the work. Also list anything that you feel were repairs unmet by the landlord, difficulties you experienced, and any other particular problems you encountered. Be detailed and if you have receipts for any work you did that were not reimbursed or applied to rent, make a note of each item on a separate paper.
- 5). Indicate the date you plan to depart and state that you have been trying to contact him for however many days or weeks. Give 30 days notice, or whatever your lease requires. You are meeting your end of the agreement.
- 6). Sign the letter and add your phone and email for further contact information. Also add your new address if you wish to be located by the landlord subsequent to the letter.
- 7). Mail the letter to your landlord at his last known address. Also mail a copy to the landlord c/o (in care of) the address you are leaving -- the one you rented from him. If you know his email address, send him a copy by email, too. If you have a business address through a group you know he belongs to, address it to him c/o the group. Such groups could be leasing agencies he might be registered with, a low-income housing board, even a sports group or club he belonged to. Send the letters by registered mail or ask for a delivery receipt for each one, to document you made your best efforts. This will show you did everything you knew to contact him.
- 8). Pack your house and plan to move by the departure date noted in the letter to the landlord. Plan all your usual moving routines. Continue to try to call or contact the landlord.
- 9). Contact the U.S. Department of Housing Agency for your state and tell an agent what you have experienced. Discuss the dilemma of moving out without being able to track down the landlord. They know renters' rights and will either file a complaint or help search for the landlord in question. You may also notify your attorney of your plans and all efforts you have made.
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Photocopy all documents and take digital photographs of all rooms of the house or apartment, as well as the yard, garage, driveway, mailbox and so forth -- just before moving out. Ideally, this is done after the cleaning so the images reflect a good appearance in the environment. If the lawn hasn't been mowed, or the sink won't drain, resolve those issues first. - 11
Send the letter again up to three places as in above steps. If a copy should arrive for him at your dwelling before you move out, leave it unopened somewhere the landlord or another agent can easily find once you depart. If he has relocated without telling you or without filing a forwarding address, you may never hear from him again. If he owes you money or a deposit back, you can continue to take the issue up in court -- talk to an attorney about details on how to proceed.
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