The Tenancy Termination Letter is a crucial document used in the Philippine real estate sector to formally end a lease agreement between landlord and tenant. It must comply with the Republic Act No. 9653 (Rent Control Act of 2009) and relevant provisions of the Civil Code of the Philippines, which require specific notice periods and content requirements. This document is essential when either party wishes to end the tenancy, whether at the lease's natural conclusion or for early termination. It should include precise details about the property, termination date, security deposit arrangements, and property handover procedures. The letter serves as legal evidence of proper notice and helps prevent potential disputes by clearly documenting the termination process.
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1. Sender's Details: Full name and address of the party sending the termination notice
2. Date: Current date when the notice is being sent
3. Recipient's Details: Full name and address of the party receiving the termination notice
4. Property Details: Complete address and description of the rental property being vacated
5. Lease Reference: Reference to the original lease agreement including its date and parties
6. Termination Notice: Clear statement of intention to terminate the lease
7. Effective Date: Specific date when the termination will take effect, ensuring compliance with notice periods required by Philippine law
8. Handover Arrangements: Details of property inspection and key return procedures
9. Security Deposit: Request for return of security deposit and preferred method of return
10. Forwarding Address: New address for future correspondence and deposit return
11. Closing: Formal closing, signature, and printed name of the sender
1. Reason for Termination: Explanation of why the tenancy is being terminated - include when required by law or when termination is due to landlord's breach
2. Outstanding Payments: Include if there are any rent arrears or utility payments to be settled
3. Early Termination Provisions: Reference to early termination clauses if terminating before the lease end date
4. Property Damage Declaration: Include if there are any damages to be acknowledged or disputed
5. Utility Transfer: Instructions regarding utility account transfers or final readings - include if utilities are in tenant's name
6. Maintenance Issues: List of any outstanding maintenance issues - include if there are unresolved maintenance problems
1. Property Condition Report: Current condition of the property and any existing damage documentation
2. Utility Bills: Copies of final utility bills or statement of outstanding amounts
3. Payment History: Record of rent payments and any outstanding balances
4. Photographic Evidence: Photos of the property's current condition
5. Original Lease Agreement: Copy of the original lease agreement for reference
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