Email Template: How to Send a Rent Increase Letter Digitally

As property management continues to embrace digital transformation in 2025, many landlords and property managers are shifting from traditional paper notices to electronic communications for rent increase notifications. While this transition offers convenience and efficiency, it also presents unique legal considerations and best practices that must be carefully navigated.

This comprehensive guide provides landlords with professionally crafted email templates for rent increase notifications that meet legal requirements while maintaining clear, professional communication with tenants. We’ll explore the legal framework for digital notices, essential components of an effective email template, and best practices for ensuring proper delivery and documentation.

Legal Considerations for Digital Rent Increase Notices

Before sending rent increase notices via email, understand the legal framework governing electronic communications:

State-Specific Electronic Notice Laws

The legal landscape for electronic rent increase notices varies significantly by state:

Explicitly Permitted States: As of 2025, approximately 35 states have updated their landlord-tenant laws to explicitly recognize electronic notices, including California, Florida, Texas, New York, and Washington.
Conditional Permission States: About 10 states allow electronic notices only if specific conditions are met, such as prior written consent and verification methods.
Restrictive States: A few states still require traditional delivery methods for official notices, with electronic communications serving only as supplements.

Always verify the current requirements in your specific jurisdiction before proceeding with electronic notices.

Tenant Consent Requirements

Even in states that permit electronic notices, tenant consent is typically required:

Written Consent: Most states require explicit written consent from tenants to receive official notices electronically.
Lease Agreement Provisions: Many landlords now include electronic communication consent clauses in their standard lease agreements.
Opt-Out Rights: Tenants must generally retain the right to revoke electronic communication consent.
Format Specifications: Some jurisdictions specify acceptable electronic formats and delivery methods.

Electronic Signatures Act Compliance

Digital communications are governed by federal and state electronic signature laws:

E-SIGN Act: The federal Electronic Signatures in Global and National Commerce Act establishes the legal validity of electronic signatures and records.
UETA: The Uniform Electronic Transactions Act has been adopted by most states to provide consistent rules for electronic transactions.
Record Retention: These laws typically require proper storage and accessibility of electronic communications.

Notice Period Requirements

Electronic delivery does not change the required notice periods:

Standard state notice periods (30, 60, or 90 days) still apply
Some jurisdictions start the notice period from confirmed receipt, not sending date
Best practice is to add a few extra days to ensure compliance

Essential Components of an Email Rent Increase Notice

A legally compliant email rent increase notice should include:

Clear Subject Line

The subject line should clearly indicate the purpose of the email:

“IMPORTANT: Notice of Rent Adjustment for [Property Address]”
“Formal Notice: Rent Increase for [Property Address] Effective [Date]”
“Required Notice: Changes to Your Rental Agreement at [Property Address]”

Avoid vague subject lines that might cause the email to be overlooked or filtered as spam.

Formal Greeting and Property Identification

Begin with a formal greeting and clearly identify the property:

Address the tenant by name
Include the complete property address with unit number
Reference the lease agreement date
Include any property management account numbers

Clear Statement of Increase

Provide specific details about the rent adjustment:

Current rent amount
New rent amount
Dollar and percentage increase
Effective date of the new rate

For example: “This notice is to inform you that effective [Date], your monthly rent will increase from the current rate of $[Current Amount] to $[New Amount], an increase of $[Difference] ([Percentage]%).”

Legal Compliance Statements

Include statements confirming compliance with applicable laws:

Reference to state-specific notice period requirements
Statement of compliance with local rent control ordinances (if applicable)
Reference to relevant lease provisions authorizing the increase

Payment Instructions

Provide clear guidance on how to pay the new amount:

Updated payment portal information
Any changes to payment methods
Instructions for automatic payment adjustments
Due date reminders

Contact Information

Include comprehensive contact details:

Property manager or landlord name
Phone number
Email address
Office hours or availability
Physical address for written communications

Receipt Confirmation Request

Request confirmation of receipt:

“Please reply to this email to confirm receipt of this notice.”
“Click the confirmation link below to acknowledge receipt of this notice.”
“Please sign the attached acknowledgment form and return it via email.”

Professional Email Template

SUBJECT: IMPORTANT: Notice of Rent Adjustment for [Property Address]

Dear [Tenant Name(s)],

I hope this email finds you well. This message serves as formal written notice regarding your tenancy at:

Property Address: [Complete Property Address with Unit Number]
Lease Agreement Date: [Original Lease Date]
Account/Reference Number: [If Applicable]

NOTICE OF RENT ADJUSTMENT

In accordance with [State] law and Section [X] of your lease agreement, this notice informs you that your monthly rent will be adjusted as follows:

Current Monthly Rent: $[Current Amount]
New Monthly Rent: $[New Amount]
Increase Amount: $[Difference] ([Percentage]%)
Effective Date: [Effective Date]

This increase complies with all applicable state and local laws, including the required [X]-day notice period for rent increases in [Your State/City].

PAYMENT INSTRUCTIONS

Beginning on the effective date, please remit the new amount using your preferred payment method. If you use automatic payments or our online portal, please be sure to update your payment amount before the next due date.

For your convenience, you can:
– Update your payment through our tenant portal at [Portal URL]
– Adjust your bank’s bill pay service
– Contact our office for assistance with payment arrangements

QUESTIONS OR CONCERNS

We value your tenancy and understand that rent adjustments require planning. If you have any questions or would like to discuss this change, please contact us at:

Phone: [Phone Number]
Email: [Email Address]
Office Hours: [Hours of Availability]

CONFIRMATION OF RECEIPT

Please reply to this email with “Received” in the subject line to confirm you have received this notice. Alternatively, you can click the confirmation link below:

[Confirmation Link if applicable]

Thank you for your attention to this matter and for your continued tenancy.

Sincerely,

[Your Name]
[Your Title]
[Company Name]
[Contact Information]

ATTACHMENTS
– PDF copy of this rent increase notice
– [Any other relevant documents]

Customization Options for Different Scenarios

For rent-controlled jurisdictions:

“This increase complies with [City/County] Rent Stabilization Ordinance, which currently allows a maximum annual increase of [X]%. The calculation used to determine your specific increase is based on [specific factors such as CPI, operating expense increases, etc.] as permitted by local regulations.”

For increases due to property improvements:

“This adjustment reflects recent improvements to the property, including [list specific improvements] completed on [date]. These enhancements have increased the property value and your living experience through [specific benefits like improved energy efficiency, updated amenities, etc.].”

For long-term tenants:

“As a valued long-term tenant who has been with us for [X] years, we’ve limited this increase to [X]%, which is below the standard market adjustment of [Y]% for comparable properties in the area. We appreciate your continued tenancy and property care.”

Digital Delivery Best Practices

Email Delivery Verification

Implement verification methods to document delivery:

Read Receipts: Enable email read receipts when available
Delivery Confirmations: Use email services that provide delivery status
Confirmation Links: Include clickable confirmation links that log tenant acknowledgment
Reply Requests: Ask tenants to reply confirming receipt
Follow-up Protocol: Establish a system for following up on unconfirmed notices

Formatting for Readability

Ensure your email is easily readable across devices:

Use clear, readable fonts (Arial, Calibri, Times New Roman)
Maintain adequate font size (minimum 11pt)
Implement proper spacing and paragraphs
Use bold text sparingly for key information
Ensure compatibility with mobile devices

Attachment Considerations

Include proper attachments with your email:

PDF Format: Always include a PDF version of the notice
File Naming: Use clear file names (e.g., “Rent_Increase_Notice_[Address]_[Date].pdf”)
File Size: Keep attachments under 10MB to avoid delivery issues
Password Protection: Consider password protection for sensitive information
Multiple Formats: Provide both PDF and editable formats for acknowledgment forms

Timing Considerations

Strategic timing improves delivery success:

Send during business hours when tenants are likely checking email
Avoid weekends and holidays when emails may be overlooked
Send well in advance of minimum required notice periods
Allow extra time for digital delivery confirmation
Schedule follow-up reminders for unconfirmed notices

Documentation and Record-Keeping

Electronic Records Retention

Maintain comprehensive electronic records:

Save copies of all sent emails with timestamps
Document delivery and read receipts
Store tenant confirmation responses
Maintain logs of follow-up communications
Backup all electronic records in multiple secure locations

Backup Delivery Methods

Consider supplementary delivery approaches:

Follow up electronic notices with physical copies when legally required
Use tenant portals that track document access and acknowledgment
Implement text message alerts about important emails
Consider certified mail for tenants who don’t confirm electronic receipt
Document all delivery attempts across multiple methods

Tenant Communication Preferences

Respect and document tenant preferences:

Maintain records of communication preference forms
Update preferences when tenants request changes
Document when and how preferences were collected
Respect opt-out requests promptly
Provide alternative communication methods when requested

Legal Compliance Documentation

Maintain records demonstrating compliance:

Tenant consent forms for electronic communications
Lease clauses authorizing electronic notices
Delivery timing documentation showing compliance with notice periods
Records of all follow-up communications
Documentation of alternative delivery if electronic methods fail

Technology Tools and Solutions

Property Management Software

Modern property management platforms offer integrated communication tools:

Automated rent increase notifications with tracking
Tenant portals with document acknowledgment features
Electronic signature integration
Communication logs and history
Template libraries for consistent messaging

Email Tracking Services

Specialized email services provide enhanced tracking:

Open and read tracking with timestamps
Link click monitoring
Attachment access logging
Automated follow-up scheduling
Delivery status notifications

Electronic Signature Solutions

E-signature platforms enhance documentation:

Legally binding electronic signatures
Identity verification features
Audit trails of document access and signing
Secure document storage
Multi-party signing workflows

Tenant Communication Apps

Specialized tenant communication applications offer:

Multi-channel notification options (email, text, app)
Read receipt tracking
Message importance flagging
Automated reminder systems
Secure messaging with encryption

Troubleshooting Common Issues

Undelivered or Bounced Emails

When electronic notices fail to deliver:

Verify email address accuracy
Check for full mailboxes or size limitations
Try alternative email addresses on file
Follow up with alternative delivery methods
Document all delivery attempts and failures

Spam Filter Issues

To avoid spam filtering:

Ask tenants to whitelist your email domain
Avoid spam trigger words in subject lines
Limit the number of attachments
Use consistent sending addresses
Follow up via text or phone if no confirmation is received

Non-Responsive Tenants

When tenants don’t confirm receipt:

Implement a multi-step follow-up protocol
Use alternative contact methods (phone, text)
Send a physical copy via certified mail
Document all communication attempts
Consider in-person delivery if necessary

Technical Compatibility Issues

To address technical problems:

Use widely compatible file formats (PDF)
Test emails across different devices and platforms
Provide plain-text alternatives to HTML emails
Keep attachments small and properly formatted
Offer alternative viewing options for tenants with technical limitations

Related Resources

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