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Mail a letter to a tenant at the rental property address, using the tenant's full name and the unit number, and keep a copy plus proof of mailing. If the tenant has moved, send it to any forwarding address you have as well, and use certified mail in the United States or registered mail in Canada for notices where delivery proof could matter later.
The rental unit itself is the default address for tenant letters, even if you suspect the tenant is rarely there. Lease notices, rent reminders, maintenance notices, and inspection notices are normally sent to the address named in the lease, which is usually the rental property. If the tenant has given you a separate mailing address in writing, use that one too, or instead, depending on what the lease says. Sending to both addresses, when you have both, removes the most common argument later: that the letter went to an address the tenant no longer used.
For a former tenant, the forwarding address matters more than the old unit. Tenants who move often file a forwarding request with the postal service, but forwarding expires, and it does not cover every class of mail forever. If you have a forwarding address from the tenant, use it directly. If you do not, a letter to the old unit may be forwarded for a time, returned, or simply left undelivered, so do not rely on it alone for anything with a deadline.
Every tenant letter should name the tenant, the property address with unit number, and the lease or tenancy it concerns. For a rent letter, state the amount, the period it covers, and the date it was due. For a maintenance or inspection letter, state the date and time window of access and the reason. For a move-out or deposit letter, state the move-out date and the items or amounts at issue. Vague letters ("please contact me about the apartment") get vague replies, if they get any.
Keep the tone businesslike, even when the tenancy has been difficult. A letter that is angry or threatening can be used against the sender later, while a calm letter with dates and facts holds up well. Stick to one subject per letter where possible: a rent reminder mixed with a complaint about noise and a maintenance notice is harder to answer and harder to prove later than three short, dated letters.
| Type of letter | Send to | Proof to keep |
|---|---|---|
| Rent reminder | Rental unit, plus mailing address if known | Copy, mailing receipt |
| Inspection or access notice | Rental unit | Copy, proof of delivery |
| Maintenance notice | Rental unit | Copy, photos of the issue |
| Lease renewal or change | Rental unit and mailing address | Copy, signed reply if any |
| Move-out or deposit letter | Forwarding address | Copy, certified or registered proof |
Tenant disputes often turn on a single question: did the tenant receive the notice, and when? A landlord who can show a certified or registered mailing, with a delivery record, is in a much stronger position than one who can only say a letter was posted. That is why formal notices, deposit statements, and lease-change letters deserve tracked service, while a friendly reminder about a package or a parking matter usually does not.
Notice periods also vary by state, province, and type of notice, and some notices must be delivered a set number of days before they take effect. Mailing a notice on the deadline day is not the same as delivering it on the deadline day in every jurisdiction, so send formal notices early and keep the mailing receipt with the date visible. If a deadline is tight, check the local rule before you rely on post alone.
Yes, for tenants at US or Canadian addresses. Describe the letter to your AI assistant, approve the exact quoted price, and it is printed and mailed in a double-window envelope, with the sender address acting as the return address. Ask about the certified or registered option for any notice where proof of delivery matters. Letters are single-sided with no inserts, so put all the key facts, dates, and amounts inside the letter itself.
Ready to mail it? Send your letter with LetterAgent: describe it to your AI assistant, approve the exact quoted price, and it is printed and mailed.
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