Written negotiation letters can lead to reduced rent or better lease terms if used appropriately. Although you may find a verbal negotiation initially provides you with the terms you desire in a lease, there's no way to ensure that your landlord incorporates those negotiations into your lease documentation. Having your negotiations on paper provides you with leverage should the landlord back out of your negotiated agreement.
List the changes you'd like incorporated into your lease. Number these based on how important each one is to you.
Create another list of positive attributes you possess as a tenant. Paying your rent on time, as well as being tidy and quiet, are all attributes that landlords respect. If the list is short, you may have a harder time negotiating changes to the lease in your favor.
Write a rough draft of your letter listing the most important changes you want made to the lease and highlighting your positive renter attributes. If you're prepared to move out if the landlord won't negotiate, mention that fact near the end of your letter.
Read over your rough draft and make any changes you find necessary. Evaluate your requested changes once again to ensure you're requesting those that are most important to you.
Type the final draft of your letter and print two copies. Keep a single copy for your records.
Mail the second copy to your landlord with a return receipt request. The post office attaches a postcard to your letter that the landlord must sign to serve as your proof of delivery.