How to Write a Letter Changing Rental Policies
Keeping renters informed about changes in policy helps you maintain control of your business. On one hand, you increase your chances of keeping renters in compliance with your policies. On the other, you have an avenue for action if the renters violate policies. If you did not give proper notice of a change in rental policy, the renter can't be at fault if she inadvertently breaches it. To prevent such situations, make sure your rental policy change letter is clear.
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Instructions
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Insert the current date at the top of the letter. This serves as the official notice date for the renter.
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Address an individual letter to each renter if possible. The "mail merge" function on word processing software allows you to send the same letter to multiple recipients. A personalized letter makes the renter feel important.
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Thank the renter for her patronage in the first paragraph. Inform her that you are making the following changes to policy.
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Insert each change as a separate paragraph or bullet point. Indicate the old policy and clearly state the change. Do not leave room for interpretation. For example, "This building's no-pet policy now only applies to animals weighing more than 10 pounds. Tenants with an animal weighing 10 pounds or less must register their pet with this office by June 1, 2011. Fish, rabbits, gerbils or other rodents kept in tanks are permissible and do not need to be registered."
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Include any penalties for violating the new policies. If the penalties are across the board, include them in a separate paragraph below the policy changes. If each policy change carries its own penalty, include the disciplinary action with each change.
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Thank the renter for anticipated cooperation and for continued business.
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Insert a contact number and/or email address in case the renter has questions.
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Sign the letter. Your signature is more personal than a stamped or typed version of your name.
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