What to Include in a Rent Increase Notice Letter to Make It Legal

For landlords and property managers across the United States, properly notifying tenants of rent increases is not just a matter of courtesy—it’s a legal requirement. A legally compliant rent increase notice can mean the difference between a smooth transition to a new rental rate and a costly legal dispute that could invalidate your increase entirely.

This comprehensive guide outlines the essential elements that must be included in your rent increase notice letter to ensure legal compliance in 2025. With rental regulations becoming increasingly complex and tenant protections expanding in many states, understanding these requirements has never been more important for protecting your investment and maintaining positive landlord-tenant relationships.

Basic Legal Requirements for All States

While specific requirements vary by jurisdiction, certain elements are universally required for a legally valid rent increase notice:

Written Notice Requirement

Verbal notifications of rent increases are not legally sufficient in any state. Your notice must be in writing, whether delivered as a physical document or, in some jurisdictions, electronically with proper consent and documentation. Download a proper letter to increase rent here.

Clear Statement of the Rent Increase Amount

Your notice must explicitly state both the current rent amount and the new rent amount. Vague language or percentage-only increases without specific dollar amounts can render your notice legally insufficient. For example:

“Your current monthly rent of $1,500 will increase to $1,575 effective July 1, 2025.”

Effective Date of the Increase

The notice must clearly state the exact date when the new rent amount takes effect. This date must comply with state-specific notice period requirements and, typically, should coincide with the beginning of a rental period.

Signature Requirements

The notice should be signed and dated by the landlord or property manager. Some jurisdictions require a physical signature, while others accept electronic signatures if properly authenticated.

Delivery Method Specifications

While not always explicitly stated in the notice itself, you should document how and when the notice was delivered. Many states have specific requirements for acceptable delivery methods, which may include:

Hand delivery with acknowledgment
Certified mail with return receipt
Regular mail with proof of mailing
Electronic delivery (where permitted)

State-Specific Notice Period Requirements

Notice periods vary significantly by state, and your rent increase letter must comply with the applicable timeframe for your jurisdiction:

States Requiring 30-Day Notice

Many states require a minimum 30-day notice for rent increases, including:

Alaska: 30 days for month-to-month tenants
Arizona: 30 days for month-to-month tenants
Arkansas: 30 days for month-to-month tenants
Indiana: 30 days unless the lease specifies otherwise
Iowa: 30 days

States Requiring 60-Day Notice

Some states have implemented longer notice requirements:

Delaware: 60 days for standard housing
Georgia: 60 days when no written lease exists
Nevada: 60 days for month-to-month tenants
Vermont: 60 days

States Requiring 90-Day Notice

A growing number of states have extended notice periods to 90 days or longer:

Washington: 90 days for any rent increase as of 2025
Oregon: 90 days after the first year of tenancy
New York: 90 days for tenancies longer than 2 years
Maryland: 90 days for term over one month

Special Requirements for Larger Increases

Some jurisdictions require longer notice periods for substantial increases:

California: 90 days’ notice for increases exceeding 10% (compared to 30 days for smaller increases)
Maine: 75 days’ notice when rent has increased by 10% or more in the past 12 months
Washington: Additional documentation requirements for increases above the statewide cap

Required Content Elements by State

Beyond the basic requirements, many states mandate specific content in rent increase notices:

Mandatory Disclosures

Depending on your jurisdiction, you may need to include:

Rent Control Information: In jurisdictions with rent control, you must often include a statement about the maximum allowable increase and how your increase complies with local ordinances.
Justification for Increase: Some localities require landlords to provide a reason for the increase, especially if it exceeds certain thresholds.
Tenant Rights Information: Several jurisdictions require inclusion of information about tenant rights regarding rent increases.

Specific Language Requirements

Some jurisdictions require specific wording or statements in rent increase notices:

New York City: Rent-stabilized apartment notices must include specific language about the tenant’s right to challenge the increase.
San Francisco: Notices must include language about the Rent Board and tenant rights to petition.
Los Angeles: Specific language about the Rent Stabilization Ordinance must be included for covered properties.

References to Applicable Laws

Including references to relevant state laws and local ordinances can strengthen your notice and demonstrate compliance. For example:

“This increase complies with California Civil Code Section 827 and the Tenant Protection Act of 2019 (AB 1482).”
“In accordance with Oregon Senate Bill 608, this increase does not exceed the maximum allowable amount.”

Local Ordinance Citations

In areas with local rent control or tenant protection ordinances, citing the specific municipal code can be important:

“This increase complies with San Francisco Administrative Code Chapter 37.”
“In accordance with New York City’s Rent Stabilization Law (NYC Admin. Code §26-501 through §26-520).”

Format and Delivery Requirements

How you deliver your rent increase notice can be just as important as its content:

Acceptable Delivery Methods

Most states specify acceptable methods for delivering rent increase notices:

Personal Delivery: Hand-delivering the notice directly to the tenant, often with a receipt or acknowledgment.
Certified Mail: Many states explicitly recognize certified mail with return receipt as a valid delivery method.
Regular Mail: Some states allow regular mail, but proving delivery can be challenging without additional documentation.
Posting: In limited circumstances, posting the notice on the tenant’s door may be acceptable, but this is often insufficient for rent increases.

Documentation of Delivery

Regardless of delivery method, documenting when and how the notice was delivered is crucial:

Keep copies of all notices with dates and delivery methods noted
Retain certified mail receipts or delivery confirmations
Document in-person deliveries with a delivery log
Consider having a witness present for in-person deliveries

Electronic vs. Paper Notices

The legal landscape for electronic rent increase notices is evolving:

Some states explicitly allow electronic notices if the tenant has consented in writing
Electronic notices typically require proof of receipt or delivery
Even when electronic notices are permitted, having a paper backup is advisable
The lease agreement should specify if electronic communications are acceptable

Multiple Tenant Considerations

When a rental unit has multiple tenants:

Some jurisdictions require notice to be delivered to each tenant individually
Others allow notice to a single tenant to suffice for all
Best practice is to provide individual notices to each named tenant on the lease

Special Circumstances

Certain housing types and lease arrangements have unique requirements:

Rent-Controlled Jurisdictions

In areas with rent control or rent stabilization:

Notices must typically include calculations showing compliance with maximum allowable increases
Additional documentation may be required to justify increases
Some jurisdictions require pre-approval of increases by a rent board

Subsidized Housing Requirements

For Section 8 and other subsidized housing:

Rent increases typically require approval from the housing authority
Notices must be sent to both the tenant and the housing authority
Specific HUD-approved forms may be required

Mobile Home Regulations

Mobile home rent increases often have stricter requirements:

Longer notice periods (often 60-90 days)
More detailed justification requirements
Specific limitations on frequency of increases

Month-to-Month vs. Fixed-Term Leases

The timing and requirements differ based on lease type:

For fixed-term leases, increases typically can only take effect at renewal unless the lease specifies otherwise
For month-to-month tenancies, increases can generally be implemented with proper notice at any time
Some states have different notice requirements based on lease type

Common Legal Pitfalls to Avoid

Even well-intentioned landlords can make mistakes that invalidate rent increases:

Retaliatory Increases

Rent increases implemented shortly after a tenant exercises legal rights (such as requesting repairs or reporting code violations) may be deemed retaliatory and invalidated. Ensure increases are part of a regular business practice and properly documented.

Discriminatory Practices

Implementing different increases for different tenants without objective business justification can lead to discrimination claims. Ensure your increase policies are applied consistently and based on legitimate factors.

Improper Calculation of Notice Periods

Common errors include:

Counting from the date of mailing rather than receipt
Not accounting for weekends and holidays
Misinterpreting “days” vs. “business days” in state requirements

Failure to Document Delivery

Without proper documentation of when and how a notice was delivered, landlords may be unable to prove compliance with notice requirements if challenged.

Ambiguous Language

Vague or confusing language regarding the amount of increase or effective date can render a notice legally insufficient. Be clear, specific, and direct in all communications about rent increases.

Verification Checklist

Before sending your rent increase notice, verify that it includes:

Current rent amount
New rent amount (specific dollar figure)
Effective date of increase
Statement of compliance with applicable laws
Any state-specific required language or disclosures
Landlord/property manager signature and date
Property address and unit number
Tenant name(s) as they appear on the lease
Reference to lease agreement terms
Contact information for questions or concerns

Related Resources

For more information on rent increase letters and related topics, check out these helpful resources: