As a landlord, it is important to have and maintain effective communication with your tenant. There are some issues that you can communicate to your tenant verbally. However, when there is a more serious issue or problem or when you are changing a policy, such as when rent is due, you should communicate with your tenant in writing. This ensures that there is no confusion and gives your tenant something to refer back to at any time.
Add a header to the letter to your tenant. The header should include a "To" section, which includes the tenant's name and address, and a "From" section, which contains your name and address.
Place a disclaimer at the top of the letter if it needs to be responded to within a certain timeframe. For example, the letter might say, "This letter must be responded to within 10 days of receiving it." Also, include the consequence of not doing so within the disclaimer.
Add all necessary details to the body of the letter. You might be responding to a tenant's request, informing them that you have not received rent, providing information about the status of their security deposit or a number of other reasons. Provide as much detail as needed for the tenant to understand the purpose of the letter.
Repeat any actions that the tenant needs to take after receiving the letter.
Type "Landlord" under the closing, such as "Sincerely." Tab over a few spaces and type "Date."
Print out the letter to your tenant. Sign your name above the word "Landlord" and write the date above the word "Date" before sending out the letter.