A thank-you letter is a letter that is written to express appreciation to someone who has done something valuable. These letters are used in many areas of life, be it professional or personal settings.
In a professional setting, for example, after attending a business conference, writing a thank-you letter to the organizer is considered good practice. Doing so will not only allow the participant to thank the organizer for the invitation but also gives an opportunity to build a rapport with the organizer.
Likewise, in a personal setting, when a dear one sends a gift or does something special, sending a thank-you letter expresses appreciation for the kind act. By doing this, the recipient will know what he/she has done is worth appreciating.
Here are a few occasions where thank-you letters can be sent.
- After attending an interview.
- Getting a job offer.
- Receiving a gift.
- Receiving an invitation to a special event.
- Getting donations from donors.
Now, if you are writing an informal thank-you letter like writing it to your tenant, then see that the letter is written in a friendly tone. An informal letter is written to a person who is known to you or a close friend of yours. In addition to this, while writing an informal thank-you letter, make sure to address what made you write this letter. What are the specific actions that the recipient has done to which you are writing the letter?
If your tenant is ending the contract, you should consider writing a thank-you letter to him or her. If your tenant is a wonderful tenant and abides by all the rules specified in the contract, you should also consider writing a thank-you letter.
In this article, we will give you a brief explanation of what is a thank-you letter to a tenant, and when is the ideal time to send one. Apart from this, we will also give you tips on how to write an effective thank-you letter to your tenant and provide samples to help you write one.
That said, let’s learn what a thank-you letter to a tenant is.
What is a Thank You Letter to Tenant?
A thank-you letter to a tenant is a letter written by the landlord to thank the tenant for doing things that have benefited the landlord. It is well known that sometimes tenants can cause trouble. They sometimes do not pay the rent on time or can cause some other issues. Writing thank-you letters, often, to your tenant can influence the tenant to change his or her behavior and become more disciplined. Writing these letters will create a bond between you and the tenant that will make your tenant responsible and loyal.
You can also write a thank-you letter to the tenant when he or she is ending the contract and moving to another place. In such thank-you letters, you can thank the tenant for being a wonderful tenant, and also thank him or her for paying the rent on time. You can also thank the tenant if he or she has maintained your place very well.
Now, the question is when is the ideal time to send a thank-you letter.
When Is The Perfect Time To Send A Thank-You Letter To A Tenant?
When receiving a gift or invitation to an event, thank-you letters are sent promptly within a few days to the sender. However, when it comes to sending a thank-you letter to a tenant, you can send the letter during the tenant’s stay or you can send the letter immediately after the contract ends.
Let us now look at how to write an effective thank you letter to tenant.
Tips For Writing An Effective Thank You Letter To Tenant
Below are a few tips to write an effective thank-you letter to a tenant.
Choose A Medium To Write Thank-You Letters
You can write a handwritten thank-you letter or use email to write one. A handwritten letter adds a personal touch to the letter. Sending these letters also will create a positive image about you to the tenant. The tenant will get to know the amount of effort and time that you have invested to write one. That said, writing a handwritten letter requires you to follow a specific format. We will discuss the format through an example in the upcoming sections.
On the other hand, sending the letter through an email is cost-effective and most importantly it can reach faster to the tenant than handwritten letters. In the article, we will see the samples of both handwritten and email letters.
Begin The Letter By Greeting The Tenant
Start the letter by greeting the tenant using words like “Dear” followed by “Mr./Ms./Mrs.”. After that, follow it by adding the tenant’s name. Using a word like “Dear” makes the tone of the letter friendly. This word is particularly used in letters that are being written to a dear friend or the person who is known to the sender. Greeting the tenant with words like “Dear” sets the right tone for the rest of the letter.
Express Your Gratitude To The Tenant
Start the body of the letter by thanking the tenant for a specific reason for which you find him or her to be appreciable. For example, you can thank the tenant for being such a wonderful tenant or you thank can him or her for obeying all the rules mentioned in the contract.
Add Specific Details
Add specific details where the tenant has done something remarkable and appreciate that. For example, you can mention in the letter, the good care that the tenant has taken of your place. Or you can mention the timely fixes that the tenant made to the accommodation. Mentioning details like these personalizes the letter.
Keep The Content Short
Don’t write a long letter. Mention only the important details. Keep the content crisp, short, and to the point.
Again Express Your Gratitude To The Tenant
At the end of the letter, again thank the tenant. Restate the reason, why you wrote the letter. Doing this will ensure how deeply you value and appreciate your tenant. This is also the perfect way to end a letter.
Close Letter By Including Your Name And Contact Details
Once you have finished with the body of the letter, close the letter by including words like “sincerely”, “Yours truly” or “Regards” followed by your full name. If you are writing a handwritten letter, end the letter by mentioning your name followed by your signature. Adding a signature at the end of the letter legitimizes the letter. Apart from this, you should also include your contact details like email and your phone number.
Proofread The Letter
Check the spelling and grammar mistakes if any. Writing a letter with these mistakes makes the letter unprofessional and most importantly causes embarrassment. Make sure to check if you have correctly spelled the name of the tenant. Also, it is a good practice to read the letter aloud. This way you can sense if the letter has a smooth flow or not. You can also spot mistakes while reading aloud.
The above are some tips that you can use to write a thank-you letter to a tenant. Next, we will look at some samples written to a tenant from the landlord.
5 Samples That Tells You How To Write Thank You Letter To Tenant
The samples below contain a mix of both handwritten and email letters.
This sample below tells you how to write a handwritten thank-you letter to a tenant.
Dear [Mr.] [Name of the tenant],
I deeply appreciate you for being a wonderful and trustworthy tenant. All these years you have been duly complying with the rules mentioned in the contract. Be it paying the rent in a timely manner, or cooperating with other society members, you have been following all the rules in the contract.
I also take this opportunity to thank you for taking such great care of my apartment. Nowadays, it is very difficult to find responsible tenants, but you are an exception. I hope you settle well in your new apartment. Again thank you for being such a wonderful tenant all these years. I hope that we will be in touch in the future also.
The sample below tells you how to write a thank-you letter via email.
To: [Tenant’s Email ID]
CC: [Your Email ID]
Subject: Thank You For The Continuous Support As A Tenant
Dear [Ms.] [Tenant’s Name],
My husband and I thank you for being a long-time tenant. Your continuous support has helped us financially and tenants like you are difficult to find. We hope that your stay at our house is going smoothly.
I remember one time, you were finding it difficult to run the water heater in the bathroom and you promptly called me. I am glad that I was able to help you and you could fix the heater. If you come up with any issues in the future, we are there to help you out. Again, I deeply appreciate your continuous support as our tenant. I wish the rest of your stay to be fruitful.
Sample 3 (Handwritten letter):
Dear [Mrs.] [Name of the tenant],
I am writing this letter to tell you that I have received your letter stating your intention of leaving the apartment and respect your decision. Before leaving the apartment, I wanted to write this letter to thank you for being a great tenant. All these years, you have never caused me any trouble whatsoever and I feel sad that you are leaving my apartment.
Throughout these years, you took great care of the furniture and the apartment. Thank you for that. What is remarkably good about having a tenant like you is that you paid all the society maintenance bills regularly. I hope that your stay at my place was smooth.
I again sincerely appreciate your stay at my apartment and look forward to meeting you again in the future.
Sample 4 (Email):
To: [Tenant’s Email ID]
CC: [Your Email ID]
Subject: Letter Of Appreciation
Dear [Mr.] [Tenant’s Name],
I am writing this letter to thank you for renting our property. I hope that you are enjoying your stay at my property. It has been a year since you have rented the property and I find you to be a wonderful tenant. You have graciously followed all the rules in the contract and it would be my honor to extend the contract for another year. It would be great if you accept the contract.
Again, I appreciate your stay at my place and looking forward to your reply at the earliest.
Sample 5 (Handwritten letter):
Dear [Ms.] [Name of the tenant],
For seven years, you have rented my apartment and I sincerely thank you for that. You have all the qualities that a good tenant should have. Now, that you are moving out, I want to inform you that I will be returning the money you have deposited as a security deposit. You will be receiving the cheque next week.
I also take this opportunity to thank you for being a well-mannered and loyal tenant. Another thing that I want to mention is that you took great care of the plants kept on the balcony. I sincerely thank you for that. I wish you all the best for your future. Again, thank you for renting my apartment for all these years.
To Sum Up
In this article, we have given a brief explanation on how to write an effective thank-you letter to a tenant, and also provided samples of the same. Follow the above samples to write a thank-you letter to your tenant.