How To Write an Eviction Letter

An eviction letter is one of the most important tools a landlord has for managing rental property. It is a formal notice that informs a tenant their lease is ending, either because of unpaid rent, violations of lease terms, or other legal reasons. 

For property owners and landlords, the way an eviction letter is worded matters as much as the reason behind it. Courts expect clear, specific information. Done properly, this letter can resolve conflicts without having to escalate to court. Done wrong, it risks delays, legal challenges, and financial loss.

This guide explains when to issue an eviction notice, what to include, and how to write one step-by-step. You’ll also see a sample template and common mistakes to avoid, so you approach the process with confidence and professionalism.

Related Article: How To Evict A Tenant: The Landlord's Guide To Fast, Legal Evictions

What an Eviction Letter Is and When to Use It

An eviction letter is a written notice from a landlord to a tenant letting them know that they must vacate the property.

Landlords must sent an eviction notice letter to the tenant before beginning the formal eviction process. The letter informs the tenant of the issue and gives them a chance to correct it or leave the property. Not sending an eviction letter notice can cause legal problems and delay the eviction.

Common Reasons for Sending an Eviction Letter

Landlords can send an eviction letter for a number of reasons and different reasons have different notice requirements. Lease violations that might prompt an eviction letter include:

• Overdue rent beyond the grace period.
• Subletting without permission or keeping unauthorized pets.
• Significant damage to the property beyond normal wear and tear.
• Illegal activity takes place on the premises.

There are three main types of eviction letter landlords need to be aware of:

Notice to Quit – A notice that requires the tenant to vacate the rental by a specific date, often issued when the tenant has breached a lease term.

Cure or Quit Notice – Gives the tenant an opportunity to resolve the problem within a set timeframe. Common examples include paying overdue rent and fees or correcting a lease violation such as removing an unauthorized pet.

Unconditional Quit Notice – Directs the tenant to move out without any chance to remedy the issue. These are generally reserved for serious situations, such as repeated lease violations, significant property damage, or illegal activities on the premises.

Related Article: When And How To Supply A Notice To Quit To Your Tenant

Legal Timing and Use of an Eviction Letter

The timing and validity of an eviction letter depend on state or local laws. In many states, landlords must provide advance notice ranging from 3 to 30 days. 

Some jurisdictions also require different types of notices, such as “Pay or Quit” or “Cure or Quit” letters. 

If the landlord fails to follow the required procedure, the eviction can be dismissed in court.

Related Article: 30-Day Notice to Vacate: What Landlords Need To Know

Eviction Letter: Legal Requirements Landlords Must Follow

An eviction letter is not simply a formality. It carries legal weight and must follow specific rules. Failing to meet these requirements can result in dismissal of the case, financial penalties, or even liability for wrongful eviction.

Notice Periods

The amount of time you must give a tenant to act varies by state and by the reason for eviction. 

• Pay or Quit Notices
  
  • California: 3 days to pay overdue rent.
  • Florida: 3 days to pay rent (excluding weekends and legal holidays).
  • Texas: 3 days, unless the lease specifies a different period.
• Cure or Quit Notices
  
  • New York: 10 days to “cure” a lease violation (e.g., removing an unauthorized pet). If not fixed, a subsequent eviction notice may follow.
  • Illinois: 10 days for lease violations other than nonpayment of rent.
• Unconditional Quit Notices
  
  • Virginia: Allowed only for serious violations such as criminal drug activity or violence; the tenant must leave immediately.
  • Nevada: 3 days for certain severe violations like subletting without permission.

State and Local Regulations

Because eviction law differs across jurisdictions, landlords must consult local statutes before sending a notice. 

Some states require landlords to include specific language or tenant rights information in an eviction letter. Others mandate that notices be delivered by certified mail or served in person. For example:

• California requires specific language about tenants’ rights in certain notices.
• Massachusetts requires a landlord to use a court-approved form and serve the notice in a legally recognized manner (often by a constable or sheriff).
• New Jersey prohibits eviction without a “just cause,” meaning landlords cannot end a tenancy simply because the lease has expired.

Consult your states landlord-tenant laws here

Essential Components of an Eviction Letter

To be valid, an eviction notice must be clear, specific, and legally compliant. At minimum, include:

• Tenant and Property Information – Full tenant name(s) as listed on the lease, rental property address (with unit number if applicable), and the date of the notice.
• Landlord Contact Information – Your name (or property manager’s), mailing address, phone, and email so the tenant knows who to respond to.
• Reason for Eviction – Be specific. For unpaid rent, state the exact amount owed and the period it covers. For lease violations, describe the issue (e.g., unauthorized pet, property damage).
• Deadline to Comply – Clearly state the date by which the tenant must pay, correct the issue, or move out, following state notice period laws.
• Consequences of Noncompliance – Note that failure to comply may result in legal action and formal eviction proceedings.
• Signature – Sign and date the notice to make it official.

Optional but helpful: Some landlords also include payment instructions, a summary of tenant rights, or a reminder of possible legal consequences to reduce confusion.

Related Article: What Is A Self-Help Eviction & Are They Legal?

Step-by-Step Guide to Writing an Eviction Letter

Writing an eviction letter does not have to be complicated. Following a clear process ensures the notice is legally valid and easy for the tenant to understand.

Step 1: Review Local Laws

Check your state and city landlord-tenant laws before drafting. Rules differ on notice periods, wording, and delivery methods. 

Step 2: State the Facts Clearly

Identify the tenant and the property address. Specify the lease clause that has been violated or the amount of unpaid rent. Courts expect precise language, not vague statements.

Step 3: Specify the Required Action

Tell the tenant exactly what they must do. This could be paying a stated rent amount, fixing a lease violation, or vacating by a certain date. Always use calendar dates rather than relative terms like “next week.”

Step 4: Include the Deadline

Provide the legally required number of days for compliance. For example, a Pay or Quit notice may give 5 days to pay overdue rent, while a Lease Termination notice may require 30 days.

Step 5: Add Contact Information

Include your full name, address, and phone number. This gives the tenant a direct channel to respond or resolve the matter.

Step 6: Sign and Date the Letter

Your signature confirms authenticity. Without it, the eviction letter may be considered invalid.

Step 7: Make Copies

Keep a signed copy for your records. If the dispute ends up in court, this copy proves you followed the proper process.

Sample Eviction Letter Template

Using a template helps landlords avoid missing critical details. Below is a general sample. Adjust the wording and timing to comply with your state laws.

Eviction Letter Delivery Methods and Proof of Service

An eviction letter is only effective if the tenant receives it. Courts often require proof that the notice was delivered properly. The method you choose should comply with local landlord-tenant laws.

Common Delivery Methods

• Certified Mail with Return Receipt: Provides a paper trail showing the tenant received the notice.
• Personal Delivery: Handing the letter directly to the tenant or a responsible adult at the rental address.
• Posting on the Door: In some states, landlords may post the notice on the front door if personal delivery fails. This method often requires mailing a copy as well.

Proof of Service

Documentation is essential. Always keep:

• A signed copy of the notice.
• Mailing receipts or delivery confirmations.
• A signed declaration if you delivered the notice in person.

If an eviction case goes to court, proof of service is one of the first items a judge will ask to see. Without it, the process may have to start over.

Related Article: Why Are Evictions So Costly? (and How to Avoid Them)

Mistakes to Avoid When Sending an Eviction Letter

Even seasoned landlords slip up sometimes, and small mistakes can derail the whole eviction process. Here are a few pitfalls to watch out for:

• Using casual or emotional language – Remember, this is a legal document, not a personal note. Keep the wording professional, factual, and free of threats.
• Leaving out key details – Missing the tenant’s full name, the property address, the amount owed, or the compliance deadline can make the notice invalid. Double-check everything before sending.
• Overlooking local laws – Every state has its own rules on notice periods, wording, and delivery methods. Using the wrong timeline or missing a required statement gives tenants an easy defense in court.
• Failing to keep records – Always save a copy of the letter and proof of delivery. If challenged, you’ll need to show the court that the notice was properly served.
• Acting too quickly – Jumping straight to eviction without reviewing the lease or talking to the tenant can cause unnecessary conflict. In some cases, a direct conversation solves the issue before it escalates.

Related Article: Squatters’ Rights: State Laws, Evictions, and Adverse Possession Laws 

Writing An Eviction Letter: Final Words

An eviction letter isn’t just a legal formality—it’s a reflection of your professionalism as a landlord. It shows tenants that you’re following the law and handling the situation fairly. By including all the necessary details, meeting notice requirements, and keeping thorough records of delivery, you protect your investment and minimize the risk of disputes.

Tools like Landlord Studio can make this process even smoother. With features such as tenant screening, you can identify potential issues before they arise. Online rent collection and automated reminders help ensure timely payments, while secure document storage keeps leases, payment records, and notices organized and easily accessible.

By combining clear, enforceable eviction letters with these tools, landlords can manage properties efficiently, maintain accurate records, and reduce the likelihood of eviction situations altogether.

Eviction Letter Frequently Asked Questions

Is an eviction letter the same as a court eviction notice?

No. An eviction letter is written by the landlord to notify the tenant of a lease violation or termination. A court eviction notice is issued by the court after the landlord files a case.

How much notice must I give a tenant before eviction?

It depends on state law. Some states require as little as 3 days for unpaid rent, while others mandate 30 days notice for lease termination. Always check local regulations.

Can I email an eviction letter to my tenant?

Most states do not accept email as valid service. A physical letter delivered by certified mail, in person, or posted on the property is usually required.

What happens if I make a mistake in the eviction letter?

If the letter is missing required details or served incorrectly, the court may dismiss the eviction case. You will need to correct the notice and start over.

Do I need a lawyer to send an eviction letter?

Not always. Many landlords handle the process themselves. Still, consulting a lawyer is helpful if the case involves complicated lease violations or the tenant disputes the eviction.

What if my tenant pays rent after receiving an eviction letter?

If the notice is a “Pay or Quit” letter and the tenant pays in full before the deadline, the eviction process usually ends. For other violations, landlords decide whether to continue or withdraw the case.