Use this letter when you've received a lease renewal offer with terms you'd like to negotiate — whether it's the rent amount, lease length, or included amenities. This letter works best when you have a strong track record as a tenant and market data to support your position. Even if your landlord doesn't agree to every request, negotiation often results in a better outcome than simply accepting or declining the renewal.
[YOUR_NAME] [YOUR_ADDRESS] [CITY_STATE_ZIP] [DATE] [LANDLORD_NAME] [LANDLORD_ADDRESS] [LANDLORD_CITY_STATE_ZIP] Re: Lease Renewal Negotiation Rental Property: [PROPERTY_ADDRESS] Current Lease Expiration: [LEASE_END_DATE] Dear [LANDLORD_NAME], Thank you for offering to renew my lease at [PROPERTY_ADDRESS]. I have been a tenant here since [MOVE_IN_DATE] and value living at this property. I would like to continue my tenancy and am writing to discuss the proposed renewal terms. After reviewing the renewal offer — specifically the proposed rent of $[PROPOSED_RENT] per month, an increase of $[INCREASE_AMOUNT] ([INCREASE_PERCENTAGE]%) over my current rent of $[CURRENT_RENT] — I would like to propose alternative terms that reflect both current market conditions and my track record as a tenant. During my tenancy of [TENANCY_DURATION], I have: - Paid rent on time every month without exception - Maintained the unit in excellent condition - Not filed any nuisance complaints and have been a respectful neighbor - Handled minor maintenance items at my own expense, including [EXAMPLES] I have researched comparable units in the [NEIGHBORHOOD] area and found that similar apartments are renting for $[COMPARABLE_RENT] to $[COMPARABLE_RENT_HIGH] per month. Given this data and the value I bring as a reliable, long-term tenant, I would like to propose: Option A: A [PROPOSED_LEASE_LENGTH] lease at $[COUNTER_OFFER] per month Option B: The proposed rent of $[PROPOSED_RENT], with the following improvements or concessions: - [IMPROVEMENT_1 — e.g., "New kitchen appliances to replace the aging units"] - [IMPROVEMENT_2 — e.g., "Repainting of the living room and bedroom"] - [IMPROVEMENT_3 — e.g., "Addition of an in-unit washer/dryer hookup"] Retaining a quality tenant saves you the estimated $[TURNOVER_COST] in turnover costs (vacancy, cleaning, repairs, advertising, and screening). I believe a mutually beneficial agreement is well within reach. I am available to discuss this at your convenience. Please contact me at [YOUR_PHONE] or [YOUR_EMAIL]. Thank you for your consideration. Sincerely, [YOUR_NAME]
Replace all [PLACEHOLDER] fields with your actual information before sending.
Research comparable rental prices in your area thoroughly — use Zillow, Apartments.com, and local listings to build a data-backed case.
Emphasize your track record as a reliable tenant: on-time payments, good condition, no complaints.
Present multiple options so the landlord has flexibility in how they accommodate your request.
Quantify the cost of tenant turnover to help your landlord see the financial benefit of retaining you.
Submit your counter-proposal well before the renewal deadline so there's time for negotiation.
Be professional and collaborative — frame the letter as finding a win-win, not making demands.
Send via email or certified mail and keep a copy of all correspondence.
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