How to Write a Rent Increase Letter that Builds Trust

February 28, 2025

Landlords

How to Write a Rent Increase Letter that Builds Trust

At some point, you’re going to have the rent increase talk. It’s the conversation every landlord or property manager dreads because no one likes to pay more for anything. But with rising costs across the board, from property taxes to maintenance, a rent adjustment is sometimes necessary to stay afloat. The trick is how you communicate it.

Delivering this message with a little tact and empathy can be the difference between a tenant staying or slamming the door on your property—literally and metaphorically. So, let’s dive into crafting a rent increase letter that informs while preserving goodwill.

Understand Notice Requirements

Imagine sending a rent increase letter, only to have it thrown back in your face because you missed a legal deadline. It’s like forgetting to RSVP to a wedding—you’re out of luck. Each state has its own notice period for rent increases, and you’ll want to check the legal minimum. In Texas, landlords must notify renters 30 days before a rent increase.

However, meeting the legal minimum doesn’t always mean you’ve won your tenants’ favor. They’re likely more concerned with how much time they have to prepare for the increase. Giving extra notice, even beyond the legal requirement, can go a long way toward building goodwill.

Be Transparent About the Why

Imagine getting a bill in the mail that’s way higher than expected, and no one explains why. It’s infuriating, right? Now put yourself in your tenants’ shoes. They’ll want to know what’s driving the increase if you’re raising rent. Don’t be shy about sharing those reasons.

Maybe property taxes shot up, or property maintenance costs have skyrocketed. Perhaps you’ve invested in upgrades like energy-efficient windows or new security features. By laying it all out, you’re letting tenants see the reasoning behind the increase, not just the dollar signs.

For example, you could say something like:

“Due to rising maintenance and utility costs, we’re making a small adjustment to your monthly rent. This will help us continue to provide the quality services and amenities you deserve.”

Notice how that’s honest without being heavy-handed?

Keep It Short and Professional

This isn’t a novel. You don’t need to overwhelm tenants with paragraphs of fluff and jargon. A rent increase letter should follow the “less is more” rule. Think of it as a text message on paper: direct, polite, and to the point.

Here’s a checklist of what to include:

Date of the notice
Tenant’s name and address
Property manager’s contact information
Current lease expiration date
New rent amount and effective date
Deadline for tenant response

Avoid legalese and stick to language that’s easy to understand. You’re not drafting a courtroom brief—you’re communicating with real people.

Show a Little Appreciation

A small “thank you” can work wonders. You’re not writing a love letter, but acknowledging a good tenant’s loyalty can soften the blow of a rent increase. Something as simple as, “We appreciate having you as part of our community,” shows you’re not just treating them like a number in your database.

Avoid Being Defensive or Apologetic

Look, no one’s going to jump for joy over a rent increase, and that’s okay. But don’t let your letter come off as an apology. You don’t want tenants to sense hesitation, as that could make them feel like they have leverage to push back.

At the same time, avoid sounding defensive. There’s no need to justify every last penny. A calm, neutral tone is your best bet. You’re simply informing tenants of a necessary adjustment, not waging a war of words.

Example Rent Increase Letter

[Date]

[Tenant Name]

[Tenant Address]

Dear [Tenant Name],

We hope this letter finds you well. We’re writing to inform you of an upcoming change to your rent. Due to increased operational costs, including maintenance and property improvements, your monthly rent will increase from [current rent amount] to [new rent amount]. This change will take effect on [effective date].

We value you as a tenant and appreciate your continued residency at [property name]. If you have any questions or wish to discuss the new terms, please don’t hesitate to contact us at [contact information].

Please confirm your acceptance of these terms by [response deadline].

Thank you,

[Your Name]

[Property Management Company Name]

[Phone Number / Email]

Handle Rent Increases With Ease Through Classic Property Management

If you’re a Fort Worth landlord who feels it’s time to increase the rent on your properties, knowing how to approach the sensitive subject is key. By following these steps, you’re not just handing your tenants a rent increase—you’re handling a delicate conversation with empathy and professionalism.

However, if you’re new to the industry, you may need a little help creating the letter or managing the new responsibilities of your property. At Classic Property Management, we help Fort Worth landlords make the most of their investment, keeping properties thriving while maintaining strong relationships.