Let’s be real: life can throw some curveballs that may prevent your tenant from paying their rent. Whether they forgot or happen to be struggling financially, sending a late notice for rent is a way to remind them of their owed rent and encourage them to pay on time in the future. I’ve put together a simple late rent notice template to help you write a direct and professional letter while following the state rules. It will ensure you reduce potential losses and keep the rental business running smoothly.
⭐Bonus: Download Our FREE Late Rent Notice Template ⭐
Download the template and edit in Canva
Reasons to Send a Late Rent Notice Letter
Protecting the investment is an integral part of being a landlord. So, when tenants miss their rent payment, it can lead to long-term consequences. By sending them a late rent notice, you not only let them know that their nonpayment has become an issue but also protect yourself from avoidable issues because of their missed payment. Send a late rent notice for the following reasons:
Pro Tip: Always keep records of signed lease documents so that you can produce them upon request. These documents should reflect the lease terms that the tenant agreed to when renting from you, including when rent is due and whether or not they would incur a late fee if they miss a payment.
Items to Include in Your Late Rent Notice
As a landlord, sending notices to tenants—whether for late rent, maintenance issues, or rent increases—is part of the job. When you send out a notice, covering all your bases is crucial. Although a late rent notice is not the same as an eviction notice or initiating eviction proceedings, it does serve as a warning for your tenant. Generally, a rent late notice template should include the following information:
Tenant Information
Since this is not a general letter regarding your property, it’s important to include the information about the tenant you’re informing about missed rent. This feature helps address the tenant directly so they know the letter is intended for them. The following tenant information should be included in the letter:
Your Contact Information
When you’re trying to reach out to a specific tenant, it’s crucial to make it clear who the message is from so they take it seriously. Include your name if you’re the landlord or the name of your property management company. This way, the tenant knows how to get in touch with you if they need to.
Date of Notice
Whenever you’re informing a tenant about matters related to their lease, giving them plenty of notice is essential. Knowing your local laws regarding timeframes for different notices will help keep a positive relationship and avoid any pushback from tenants (I’ll talk more about these laws below). Always include the date on any letter you send to ensure that you comply as a landlord and maintain proper documentation for your records.
Lease-specified Rent Due Date
A significant detail to include in a past-due rent notice letter is the original due date. Tenants typically sign a lease at the beginning of their rental term, which specifies the amount and date that rent is due every month. Including this information in your notice serves as a reminder of the lease terms they previously agreed to and can also help prevent future late payments.
Current Unpaid Balance
Although your tenant may already be aware that they missed their monthly rent payment, the amount should be included in your notice letter. Clearly outlining the amount owed eliminates the possibility of confusion about what is expected of the tenant. You would also include a late fee if you have one in place.
Pro Tip: If you do not have a late fee in place but your state allows one, consider implementing this new process to hold your tenants more accountable for making their payments on time.
Mode of Payment
When you enter into a contract with a tenant, the acceptable modes of payment should be outlined in the lease. When a tenant doesn’t make a payment, remind them of the options to pay rent, which could include regular mail, in-person drop-off, or online payment. Resending their signed lease could be helpful if they don’t have their copy handy.
Using online rent payment services is an excellent way to reduce the chances of late rent payments and simplify the rent collection process. These platforms enable you to send invoices, accept various payment methods, and send automatic payment reminders.
A platform like PayRent will help you manage tenant communications and streamline your revenue. Take advantage of many tools and features to simplify your business, such as collecting rent, screening tenants, managing documents, collecting e-signatures, and accepting online applications.
Consequences of Not Paying
If your tenant isn’t willing or able to make their rent payment, it’s essential to let them know what comes next, which might lead to eviction. If you don’t clearly explain these steps, your tenant might not take the notice seriously, and that could hold up your ability to take further action. Familiarize yourself with the processes and timelines specific to your state so that if eviction becomes necessary, you have already taken the proper steps.
Signature Acknowledgement
Include a spot for your signature at the bottom of your notice letter. This is necessary to finalize your agreement and keep it for your records. Don’t forget to leave a spot for the date of signing. Using real estate software for investors is a great way to collect signatures, keep track of documents, and communicate with your tenants.
When & How to Send a Late Rent Notice
Certain states require landlords to deliver a late rent notice in specific ways, such as certified mail or in-person delivery. In contrast, others allow the notice to be sent via email. Some states have five-day legal grace periods, while others have caps on late fee amounts.
- Failure to pay rent five to seven days after the due date
- If you’re considering eviction
- When your tenant does not attempt to pay the rent
The details on how to deliver a late rent notice should always be in the lease agreement. Since late rent notices can be time-sensitive, the date and delivery time are crucial, so remember to review your agreement and state laws to determine the best way to notify your tenant. These are the primary delivery methods:
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In-person delivery:
Personal delivery lacks documentation, so consider asking for a signed acknowledgment of receipt from the tenant upon delivery.
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Overnight postal service:
This ensures timely delivery but lacks proof of receipt. Following up via phone or email could help secure confirmation that the tenant received your notice.
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Certified mail::
Provides a documented record of sending and receipt, which helps prevent disputes over receiving notice or its timing. Include the date and send the notice well in advance so it arrives within the required period.
Days to Pay Rent or Quit by State
You can start eviction if your tenant doesn’t comply with your notice. Just check your state’s rules about how long you need to give them to pay the rent they owe. You have the right to evict them if they don’t pay the past-due rent within that timeframe. Check out your state in the list below to learn your state-specific laws and details and see how many days they have to pay:
3 Days
- California
- Florida
- Idaho
- Iowa
- Mississippi
- Montana
- New Mexico
- North Dakota
- Ohio
- South Dakota
- Texas
- Utah
- Wyoming
5 Days
- Arizona
- Arkansas
- Delaware
- Illinois
- Louisiana
- New Jersey
- Oklahoma
- Rhode Island
- South Carolina
- Tennessee
- Virginia
- West Virginia
7 Days
9 Days
10 Days
14 Days
None
Important Note: Most timeframes do not include Saturdays, Sundays, and holidays.
Frequently Asked Questions (FAQs)
What is the longest you can be late on rent?
The time a tenant can be late on rent varies by state. If your state allows or requires you to give tenants a grace period, that will determine the length of time you consider past due. However, the grace period and all rent payment details must be clearly outlined in the lease that your tenants sign.
Does email count as a written notice?
An email counts as written notice as long as you follow the same standards outlined in this template. Your rent late notice template should be detailed and clear, providing the tenants with the information they need to understand their requirements. The courts will generally see this as acceptable notice; however, it’s crucial to know your state laws to determine the best method of tenant notification.
Does email count as a written notice?
Depending on the situation, text messages can serve as written notice. However, this would need to be included in the original lease documents signed by both parties. This is why it’s crucial to clearly define your property management processes and procedures before working with tenants.
Bringing It All Together
If you’ve been having a tough time letting your renters know about their missed or late payments, keep a late rent notice example on hand. Make sure to be as detailed as possible, but don’t consider it a replacement for a formal eviction notice. A solid and well-written late rent notice will help you get the response you’re looking for from your tenants.
Have you had to send late rent payment notices? Leave us your best tips below!
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