How To Write and Send A Rent Increase Notice [+ Free Template]

Raising rent is never just about the numbers; it’s about striking the right balance between protecting your investment and maintaining good tenant relationships. For landlords, communicating a rent increase can feel intimidating. Done poorly, it risks disputes, turnover, and even legal trouble. 

However, with the right approach, it sets the stage for trust, professionalism, and long-term profitability. That’s where a clear and legally compliant rent increase notice comes in. 

This article walks you through everything you need to know, from legal considerations and timing to structure and delivery. By the end, you’ll feel confident drafting a notice that is both fair and effective. We’ll also include a customizable free rent increase letter template to get you started.

What Is a Rent Increase Notice?

A rent increase notice is a written document that informs a tenant of a rent adjustment. It specifies the current and new rental amount, when it takes effect, and provides the legally required notice period before the rent increase takes effect.

Landlords often confuse a ‘rent increase notice’ with a ‘rent increase letter’. While the terms are sometimes used interchangeably, a rent increase notice is the official legal document required to inform tenants of a rent increase, and it must follow state and local laws regarding format, delivery method, and notice period. 

A rent increase letter, on the other hand, may serve as a courtesy communication and can use a friendlier tone, but it does not replace the legal notice. To remain compliant, landlords should always provide a written rent increase notice that meets the legal standards in their state.

The purpose is simple: to formally notify tenants in advance so they have time to prepare, negotiate, or decide whether to continue their tenancy. Written notices also serve as legal evidence if disputes arise.

Related Article: What's A Reasonable Rent Increase in 2025?

Legal Requirements for Rent Increase Notices

The rules around a rent increase notice depend on state and local laws. Generally, you cannot increase the rent during a fixed-term lease, and before raising the rent, you will need to give the required notice as specified by your state's laws. 

For month-to-month leases, you have a little more flexibility. But, again, you should refer to state laws to ensure you are providing the required rent increase notice period.

Common rent increase notice periods include:

• Notice period: Many states require 30, 60, or 90 days’ notice before the new rent takes effect. For example, California requires 30 days if the increase is 10% or less and 90 days if it exceeds 10%.
• Rent control: In cities with rent control, increases are capped by law and must comply with local housing authority regulations. For example, New York City’s Rent Guidelines Board sets annual limits for increases in regulated apartments.
• Lease type: Rent can only be increased at the end of a fixed-term lease unless the agreement specifically allows for mid-lease adjustments. For month-to-month agreements, state notice requirements apply.

Failing to follow these rules can result in penalties or legal disputes. Always check your local housing authority for the latest guidelines.

Related Article: Average Rent Increase Per Year: Everything You Need to Know

Rent Increase Notice Periods by State

Learn more about your state’s landlord-tenant laws 

When Should You Send a Rent Increase Notice?

As mentioned above, you should always follow state guidelines and ensure you are providing the required notice when raising rent. Generally, this means you should send a rent increase letter is usually 30 to 90 days before the lease ends. And for month-to-month tenancies, landlords typically must provide at least 30 days’ notice.

However, legality is not the only consideration to take into account. You want to ensure the tenant has time to plan and decide whether to renew the lease. Additionally, should the tenant decide not to renew the lease, you need to give yourself plenty of time to find a new tenant and reduce the vacancy period.

Additionally, before raising rent, consider these factors:

• Market conditions: Does raising the rent keep your property in line with similar units in the area? Websites like Zillow or local MLS data can help.
• Property expenses: Is raising rents necessary to cover rising maintenance, taxes, or insurance costs? Share this context with tenants if appropriate.
• Improvements made: Have you increased the value of the property with upgrades like new appliances, flooring, or landscaping? Again, share this context with tenants if appropriate.

Ultimately, how much and when you can raise the rent depends on when the lease is ending and whether the rent increase is justifiable.

Sudden or frequent increases in rent, risks tenant turnover, and raising the rent above market rates could put off future tenants, leading to expensive and drawn-out vacancies. 

Related Article: When Should a Landlord Increase the Rent?

How To Write a Rent Increase Notice

Essential Components of a Rent Increase Notice

A rent increase notice should include these details:

• Landlord’s name and contact information.
• Tenant’s name and property address.
• Current rent amount.
• New rent amount.
• Date the increase becomes effective.
• Required notice period.
• Landlord’s signature and date.

Tips When Writing a Rent Increase Notice

When writing a rent increase letter:

• Keep the tone professional and respectful.
• Avoid casual or emotional language.
• Briefly explain the reason, such as higher operating costs or market adjustments.
• Offer to answer tenant questions.

A clear and polite notice prevents confusion and sets a positive tone for renewal discussions. Many landlords also include a reminder of how rent payments should be made (online portal, check, or direct deposit).

Related Article: How to Write a Friendly Landlord Rent Increase Letter

Rent Increase Notice Template [Free Download]

Here’s a sample template you can adapt. Always adjust to comply with your state and local laws.

This template balances professionalism with clarity. Landlords should always keep a copy of the notice and proof of delivery.

Best Practices for Delivering a Rent Increase Notice

Delivering a rent increase notice effectively is just as important as crafting the content. Proper delivery ensures your tenant receives the notice, reduces misunderstandings, and provides legal protection if disputes arise. 

Most states consider the following method appropriate (however, it’s important to note that some states mandate specific delivery methods, so confirm with your local laws):

• Certified mail: Ensures proof of delivery and date.
• Email: Acceptable if allowed by state law and agreed upon in the lease.
• Tenant portal: Many property management systems support official notices.
• In-person delivery: Provide a signed acknowledgment of receipt.

Always document delivery. Proof protects you in case of disputes.

Common Mistakes to Avoid

Landlords often make errors that cause disputes or delays. Avoid these:

• Sending notice too late.
• Forgetting to include the new rent amount or the effective date.
• Using vague or aggressive language.
• Ignoring state or city rent control laws.
• Relying only on verbal communication instead of a written notice.

A well-written, timely notice prevents legal issues and supports smoother renewals.

Real-World Examples of Rent Increase Practices

Different states have unique regulations. For instance:

• California: Statewide rent control (AB 1482) limits annual increases to 5% plus inflation, or 10%, whichever is lower.
• Oregon: Rent increases are limited to 7% plus inflation annually.
• Texas: No statewide rent control, but landlords must still provide advance written notice, often 30 days.

Landlords with multi-state portfolios should create a compliance checklist for each location. Consistency across notices is important, but adjustments to meet state law are critical. 

You can check a comprehensive overview of different states' rent increase laws here. 

Tips for Communicating a Rent Increase

Aside from the legal notice, consider how you communicate:

• Be transparent: Tenants appreciate knowing why rent is going up.
• Provide context: If rents in the neighborhood are higher, share that data.
• Offer flexibility: Some landlords negotiate smaller increases in exchange for longer lease renewals.
• Maintain professionalism: Even if tenants push back, remain calm and consistent.

Good communication can mean the difference between a tenant renewing or choosing to leave.

Simplify Rent Increase Notices with Landlord Studio

Managing a rent increase notice is more than sending out a letter. Landlords must keep records, stay consistent with lease terms, and maintain open communication with tenants. Doing all this manually often leads to missed details or extra administrative stress.

Landlord Studio property management software helps streamline the process. With the platform, you can:

• Store tenant details and lease agreements in one secure place.
• Leverage free professional rent increase notice templates (like the one in this article).
• Track rent payments, lease end dates, and notice periods automatically.
• Access everything from a mobile or desktop app.

This means you spend less time on paperwork and more time focusing on growing your rental business. For landlords with multiple properties, the ability to handle notices, collect rent online, and run reports from one dashboard adds peace of mind and efficiency.

Using Landlord Studio ensures every rent increase notice is handled accurately and professionally.

Rent Increase Notice: Final Words

Raising rent is part of being a landlord, but it doesn’t have to damage your tenant relationships. The key is clarity, compliance, and professionalism. A well-prepared rent increase letter not only ensures you stay on the right side of the law but also communicates respect and fairness to your tenants.

With the right approach and tools like Landlord Studio to simplify the process, rent increases can be handled smoothly, protecting your investment while keeping good tenants in place. In the long run, a professional process isn’t just about higher rent; it’s about building a stronger, more sustainable rental business.

Create your free Landlord Studio account today and streamline your property management and rent collection.

Frequently Asked Questions About Rent Increase Notice

How much notice is required for a rent increase?

Notice requirements vary by state and sometimes by city. Most jurisdictions require between 30 and 90 days’ notice before a rent increase can take effect. Always check your state and local laws, as some areas have longer notice periods or additional rules for rent-controlled properties.

Can a landlord raise rent in the middle of a lease?

Generally, rent cannot be increased in the middle of a fixed-term lease unless the lease specifically allows it. Most rent increases occur at the renewal of the lease. Attempting a mid-lease increase without proper authorization can be legally challenged.

What makes a rent increase notice legally valid?

A legally valid notice must be:

• In writing
• Clearly state the new rent amount
• Include the effective date of the increase
• Comply with state and local laws regarding notice periods and delivery methods
  Keeping a copy of the notice and proof of delivery is essential for recordkeeping and legal protection.

How much can a landlord raise rent at once?

The allowable increase depends on:

• State and local laws – some places have rent control or limits on how much rent can increase annually
• Lease agreements – if the lease sets specific terms for increases, you must follow them
  Exceeding legal limits can lead to disputes, fines, or voided increases.

What happens if a tenant refuses to accept a rent increase?

If a tenant refuses, they typically have two options:

1. Move out at the end of the lease term
2. Negotiate or accept the new terms to stay

If the tenant remains after the lease ends without agreeing to the new rent, it may automatically create a month-to-month tenancy, depending on state law, which could affect how future increases are handled.

Can a rent increase letter be sent by email?

Yes, if both conditions are met:

• State law allows electronic delivery of official notices
• The tenant has agreed to receive notices electronically in the lease or a written agreement
• Even when emailing, consider requesting a read receipt or follow-up to confirm acknowledgment.

Do landlords need to justify rent increases?

Legally, landlords are usually not required to provide a reason for a rent increase (unless under rent control). However, giving a clear explanation, such as covering rising maintenance costs, property improvements, or inflation, can improve tenant relations, reduce disputes, and lower turnover. Transparency helps maintain a positive rental experience.