Ready-to-Use Rent Arrears Notice Template
This ready-to-use rent arrears notice template helps landlords formally notify tenants of unpaid rent, identify the outstanding balance, set a reasonable payment deadline, and preserve a written record. It can be adapted to the lease terms and the applicable rules in the relevant jurisdiction.
A rent arrears notice is a written communication from a landlord or property manager informing a tenant that rent remains unpaid. It should clearly state the amount due, the period to which the debt relates, and the deadline for payment. A clear notice can help prevent misunderstandings and create an accurate record of the landlord’s request. Before sending it, review the lease agreement and the rules that apply where the property is located.
What a Rent Arrears Notice Is For
This document is commonly used as an initial formal request for payment when a tenant has missed a rent payment or paid less than the amount due. It gives the tenant a direct opportunity to check the figures, correct an error, or arrange payment.
It is not necessarily an eviction notice. In many jurisdictions, separate statutory notices and specific procedures are required before a landlord can start possession or eviction proceedings.
When to Send It
Send the notice after confirming that the payment due date has passed and that the payment has not been received or has not cleared. Keep a copy of the notice and evidence of delivery, such as an email record, postal receipt, or acknowledgement of receipt.
Essential Information to Include
The notice should identify the parties, the rental property, and the lease or tenancy agreement. It should also provide an itemised and verifiable statement of the unpaid rent.
| Document field | Purpose | Frequent error |
|---|---|---|
| Tenant and landlord names | Identifies the parties to the tenancy | Using an incomplete or incorrect legal name |
| Property address | Connects the demand to the correct rental unit | Omitting the flat, unit, or apartment number |
| Arrears period | Shows which rent instalments are unpaid | Stating only a total without the relevant dates |
| Total amount due | Specifies the payment requested | Including unsupported charges or miscalculations |
| Payment deadline | Gives the tenant a clear time to respond | Setting a deadline that conflicts with local law |
How to Calculate the Outstanding Balance
Calculate the arrears from the rent stated in the agreement and subtract all payments actually received and cleared. If late fees, interest, or other charges are included, they should be permitted by the agreement and applicable law.
- Check the agreed rent amount and payment frequency.
- Review bank records, receipts, and payment references.
- List each missed or partially paid rental period.
- Separate rent arrears from utilities, repairs, or other claims.
- State the payment method and account details clearly.
Supporting Records
Attach or retain a rent statement showing the calculation. Accurate records make it easier for the tenant to understand the demand and reduce disputes about the balance.
Editable template
Document template
RENT ARREARS NOTICE
Place: ____________________ Date: ____________________
To (Tenant): ____________________
Tenant’s address: ____________________
From (Landlord/Agent): ____________________
Landlord/Agent address: ____________________
Rental property: ____________________
Tenancy/Lease agreement date: ____________________
Dear ____________________,
This notice concerns rent that remains unpaid under the tenancy or lease agreement for the rental property identified above.
| Item | Details | Amount |
|---|---|---|
| Rent period(s) in arrears | ____________________ | ____________________ |
| Rent due under agreement | ____________________ | ____________________ |
| Payments received | ____________________ | ____________________ |
| Permitted charges, if applicable | ____________________ | ____________________ |
| Total outstanding balance | ____________________ | ____________________ |
| Payment deadline | ____________________ | ____________________ |
Please pay the total outstanding balance of ____________________ by ____________________ using the following payment method:
Payment method/account details: ____________________
- The outstanding balance relates to the rent periods stated in the table above.
- Please contact the undersigned promptly if you believe any amount is incorrect or if you wish to discuss payment arrangements.
- This notice is a request for payment and does not waive any rights or remedies available under the tenancy agreement or applicable law.
- If payment is not received by the stated deadline, the landlord or agent may consider further action in accordance with the tenancy agreement and applicable law.
Please retain a copy of this notice for your records.
Yours sincerely,
__________________________________
Landlord/Agent signature
Name: ____________________
Telephone/Email: ____________________
Acknowledgement of receipt by tenant (optional):
__________________________________
Tenant signature and date
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Steps Before Delivering the Notice
A measured process can encourage resolution while protecting both parties’ records. The exact delivery method and notice period may be regulated, so confirm the requirements that apply to the tenancy.
- Read the lease agreement and verify the rent due date.
- Confirm the outstanding balance against payment records.
- Complete the notice with accurate names, dates, and payment instructions.
- Deliver it using a method that provides suitable evidence of service and retain a copy.
Use a calm, factual tone and give only figures that can be supported by the lease and payment records. A precise notice is more useful than a threatening or vague demand.
Payment Deadline and Follow-Up
Set a payment deadline that is reasonable and consistent with the tenancy agreement and applicable law. The notice should explain how the tenant can pay and whom to contact if they believe the amount is incorrect.
If payment is not made, consider the next lawful step available in the jurisdiction, which may include a payment arrangement, mediation, a statutory notice, or legal advice. Do not change locks, remove belongings, interrupt services, or take other self-help measures unless clearly permitted by law.
Frequently Asked Questions
Can a landlord include late fees in a rent arrears notice?
Only include late fees or interest if they are permitted by the tenancy agreement and applicable law. State them separately from the principal rent arrears so the calculation is transparent.
Does this notice end the tenancy?
No. A general rent arrears notice is usually a request for payment, not a notice ending a tenancy. Formal termination or possession notices often have mandatory wording, timing, and service rules.
Should the notice be sent by email?
Email may be suitable if the lease permits electronic communications or the tenant has agreed to receive notices that way. Check local requirements, as some formal notices must be served by a particular method.