- Be straightforward and brief, however also be polite. Do not make derogatory comments and restrain from discussing other things than the issue without opinion on the occupant's character.
- explain to the tenant why you are giving him or her punishment.
- give the tenant details of any action to be taken, or what things or actions he or she can do to amend the issue.
- Tell him or her that you are expecting him or her to correct the issue.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
When you signed the contract to the apartment unit you are currently staying in, you made an arrangement to pay the down payment in a 4-month installment plan. Until now, you have not been paying for the down payment although you have been paying your monthly rent on time. I trust that this is just something you have overlooked, and I am looking forward to the resolution of this matter immediately. I am giving you until the first week of next month to resolve this issue. Otherwise, I may have no choice but to take more drastic actions. Thank you.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to criticize a tenant for not paying rent.
Further things to consider when writing reprimand letters to tenants
Reprimand letters are letters written to rebuke or criticize others because of their actions or behavior. These are usually written by supervisors at work and used as an official statement of a behavior an employee needs to improve. A reprimand letter specifically and clearly points out the behavior or performance problem an employee is supposed to improve as well as the consequences if he/she shows no improvement. In most cases, a reprimand letter is preceded by a formal verbal warning about the issue. It is one of the major elements that constitute a company's disciplinary process.
Effective reprimand letters use strong, yet respectable tone. Prior to writing, check to see that the company procedures and policies are in place. Start by mentioning the recipient's positive qualities or behavior. Make a clear statement of the performance issue or behavior that the recipient must improve. Explain how this has impacted the company negatively. Enumerate specific suggestions on how the recipient can improve the situation. Describe any actions that will be taken against the recipient if the situation doesn't change. End on a positive note that gives encouragement, demonstrates concern, or that expresses confidence that the recipient will resolve the issue.
Letters to Tenants
Letters to tenants are letters written to people who have occupied property or land rented from a landlord. If you are a landlord, there are a thousand reasons why you may want to write a letter to a tenant. It could be to give a warning, to evict a tenant or even to inform him/her of a rent increase. When writing any of these letters, the landlord needs to make sure that the letter communicates the right information to the tenant and carries the appropriate weight. He/she must also comply with the local and state laws when drafting or delivering an eviction letter.
When writing letters to tenants, it is important to reread the lease to make sure that whatever you are addressing is referenced in the lease. Start the letter with the proper tenant's name and address. Write a clear subject line that explains the purpose of your letter. Address the issue at hand and provide all the necessary information. Give proper guidelines and time frames especially for warning and eviction letters. Make the letter formal so that the tenant understands the seriousness of the situation. Close with a call to action. Sign and date the letter.