How to tell a tenant the rent is going up
Tell the tenant early, say the new number in the first sentence, give one honest reason, offer a reasonable time to reply and put it in writing the way your state requires. A short call or message first, followed by the formal notice, keeps good tenants from feeling ambushed and gives you a record.
Heads-up first, formal notice second
A rent increase notice is a legal document, and it reads like one. A short personal message before it makes the formal notice less of a shock. The order that works for most landlords is a heads-up, then the notice.
- Send a short message or make a quick call: "I wanted you to hear this from me first. The rent for your renewal is going to be $[amount]. A formal notice will follow by [date]."
- Send the formal notice in the form your lease and state require, with the amount, the effective date and the signature or delivery proof they call for.
- Offer a short window to ask questions, and answer them in writing so the record stays in one place.
The heads-up does not replace the notice. If your state requires written notice a set number of days ahead, the clock starts with the notice, not the friendly call.
A simple script
Keep it short and kind. State the number in the first sentence, give one reason that is true, and say what happens next.
"Hi [name], I wanted to let you know about your renewal. Starting [date], the rent will be $[new amount], up from $[old amount]. [Insurance and property taxes went up this year.] I would love for you to stay. I will send the formal renewal by [date], and you will have until [reply date] to answer. If you have any questions, I am happy to talk."
Do not apologize at length and do not argue. If the tenant asks whether the number can change, you can say you will think about it and answer by a date, then decide using your own rules, applied to every tenant the same way.
How much time to give
The legal minimum is set by your state and sometimes your city. Washington requires 90 days of written notice of a rent increase under RCW 59.18.140, and Oregon requires 90 days under ORS 90.323. Many states are shorter, and some places cap how much rent can rise. See how much notice a rent increase needs.
The legal minimum is not always the kind minimum. A tenant who learns of a large increase with only the minimum notice has little time to decide, and may choose to leave. Giving more time than the law requires is often the cheaper choice, because it turns an angry tenant into a tenant who has a month to think.
Giving a reason without making excuses
A reason is not required in most places, but a true one helps. Good reasons are specific and about costs or the market: taxes, insurance, repairs, or rents for similar units nearby. Avoid reasons that sound like blame, such as "everyone is raising rent", and avoid anything that could be read as tied to who the tenant is.
If a reason is not true, do not give it. A tenant who later learns that the reason was invented stops trusting your other statements.
What to do after they answer
- If they accept, send the renewal to sign and file the signed copy.
- If they ask for a smaller increase, decide using your own rule, such as the break-even in rent increase versus vacancy, and answer by the date you promised.
- If they say they will move, thank them, confirm the move-out date in writing and move on to the move-out letter.
- If they do not answer, follow your lease and send one written follow-up. See lease renewal timeline.
How DoorKeeping handles it
DoorKeeping drafts the renewal email with the new rent and effective date from the lease, and shows you the draft before anything is sent. Ask Claude or ChatGPT, for example: "Draft a renewal for unit 3A at $1,450 and send it for my approval." The sent email is kept with the lease, so the date and the wording are on file.
Sources
- RCW 59.18.140, Rent increase notice, Washington Legislature, read Oct 30, 2026
- ORS 90.323, Rent increase notice, Oregon statutes, read Oct 30, 2026
Questions
- Do I have to give a reason for a rent increase?
- Most states do not require one for an ordinary increase, but some places with just cause or good cause rules do. A true reason still helps the conversation.
- Should I call or write first?
- A short call or message first is kind, and the written notice that follows is what carries legal weight. Do not let the friendly call replace the notice.
- What if the tenant says they cannot afford it?
- Decide using your own rules, applied the same way to everyone. Compare the extra rent to the cost of a vacancy, and answer by the date you promised.