How to Mail a Rent Increase Notice (2025 Guide)

Rent increase notice being sent by certified mail to a tenant

Quick Answer: Mailing Rent Increase Notices

Best method: USPS Certified Mail with Return Receipt
Typical notice required: 30-60 days before increase takes effect (varies by state)
Why certified: Creates proof of delivery for your records
Keep: Copy of notice, mailing receipt, green card, and tracking records

Raising rent is a normal part of property management, but doing it properly is essential. An improperly delivered rent increase notice can be challenged by tenants, delaying your ability to collect the new rent amount. This guide explains how to properly mail a rent increase notice using certified mail to create a clear paper trail. For background on certified mail, see What Is Certified Mail?

Notice Periods by State (General Guidelines)

The amount of advance notice required for a rent increase depends on your state and the type of tenancy. Here are general guidelines:

Tenancy Type	Typical Notice Required	Notes
Month-to-Month	30 days	Some states require 60 or 90 days
Fixed-Term Lease	At lease renewal	Cannot raise rent mid-lease unless allowed
Week-to-Week	7 days	Varies by state

State-Specific Examples

California: 30 days for increases under 10%; 90 days for increases of 10% or more
New York: 30-90 days depending on tenancy length (1 year, 2+ years)
Texas: No state minimum; check your lease terms
Florida: 30 days for month-to-month; 15 days for week-to-week

These are general examples and may change. Always verify current state and local requirements before relying on any specific time frame.

What to Include in Your Rent Increase Notice

A proper rent increase notice should contain:

Date of the notice: When you are sending it
Tenant's full name(s): All tenants on the lease
Property address: Complete address including unit number
Current rent amount: What they are currently paying
New rent amount: The increased amount
Effective date: When the new rent takes effect
Payment instructions: How to pay the new amount
Your contact information: Name, address, phone
Your signature: Sign and date the notice

Sample Rent Increase Notice Language

[Date]

Dear [Tenant Name],

This letter serves as formal notice that your monthly rent for the property located at [Property Address] will increase from $[Current Rent] to $[New Rent], effective [Effective Date].

This notice is provided in accordance with [State] law, which requires [X] days advance notice for rent increases.

Your first payment at the new rate of $[New Rent] will be due on [First Due Date].

If you have any questions, please contact me at [Phone/Email].

Sincerely,
[Your Name]
[Your Address]

How to Mail a Rent Increase Notice with Certified Mail

Step 1: Prepare the Notice

Print the notice on standard paper
Make at least 2 copies (one for tenant, one for your records)
Sign the original in ink
Date the notice

Step 2: Address the Envelope

Address to each tenant on the lease
Use the rental property address
Include your return address

Step 3: At the Post Office

Request "Certified Mail with Return Receipt Requested"
Complete PS Form 3800 (certified mail receipt)
Complete PS Form 3811 (green card return receipt)
Pay for postage plus certified mail and return receipt fees
Consider also sending a copy via regular first-class mail

Step 4: Track and Document

Record the tracking number
Track delivery at USPS.com
Save the green card when it returns
File all documents with the tenant's records

Documentation to Keep

Maintain these records in case of disputes:

Copy of the notice: Exact copy of what you sent
Certified mail receipt: Shows date mailed and tracking number
Return receipt (green card): Shows delivery date and signature
Tracking printout: Screenshot or printout showing delivery status
First-class mail receipt: If you sent a backup copy
Calculation records: How you determined the new rent amount

Rent Control Considerations

If your property is in a rent-controlled area, additional rules may apply:

Annual Increase Limits

Many rent-controlled cities cap increases at a percentage (e.g., 3-5% annually or tied to CPI). Exceeding the cap may void your notice.

Required Forms

Some cities require specific forms or filings with the rent board when increasing rent.

Extended Notice Periods

Rent-controlled areas often require longer notice periods (60-90 days is common).

Just Cause Requirements

Some jurisdictions limit when you can increase rent or require specific justifications.

Check Local Rent Control Laws

Cities like San Francisco, Los Angeles, New York City, and many others have rent control ordinances. Violating these rules can result in penalties and invalidate your rent increase. Always verify local requirements before sending a rent increase notice.

Common Mistakes to Avoid

Insufficient notice: Not providing the required number of days before the increase takes effect.
Mid-lease increases: Trying to raise rent during a fixed-term lease when not permitted.
No proof of delivery: Sending regular mail without tracking or receipt.
Wrong tenant name: Not addressing all tenants on the lease.
Vague effective date: Using "next month" instead of a specific date.
Exceeding rent control limits: Raising rent above the allowed percentage in controlled areas.
Retaliatory timing: Raising rent shortly after a tenant complaint (may be illegal).
Verbal notice only: Not putting the increase in writing.

Send Rent Increase Notices Online

Skip the post office. Upload your rent increase notice and we print and send it via USPS Certified Mail with Return Receipt. Same-day processing, full tracking, and documentation for your records.

Send Certified Mail Online

FAQs

How much notice do I need to give for a rent increase?

Notice requirements vary by state and lease type. For month-to-month tenants, most states require 30 days notice, though some require 60 or 90 days. Fixed-term leases typically cannot have rent increased until renewal. Always check your state and local laws.

Do I have to send a rent increase notice by certified mail?

Most states do not legally require certified mail for rent increase notices, but it is strongly recommended. Certified mail provides proof of delivery, which protects you if the tenant later claims they never received the notice.

Can I email a rent increase notice instead of mailing it?

Email may be acceptable in some states if the tenant has agreed to electronic communications, but certified mail is more reliable for legal documentation. If you email, also send a physical copy by mail.

What happens if the tenant refuses to accept the rent increase notice?

If sent by certified mail and refused, USPS records the refusal. In most jurisdictions, a refused certified letter may still be considered legally delivered. Keep the returned unopened letter and tracking records as evidence.

Can I raise rent by any amount I want?

In most areas without rent control, you can raise rent to market rate with proper notice. However, rent-controlled areas limit increases (often 3-10% annually). Some states also prohibit "unconscionable" increases. Always check local laws.

When does the notice period start?

In many jurisdictions, the notice period is calculated from when the tenant is deemed to have received the notice, which may be defined by statute (for example, mailed plus a certain number of days). When mailing, it is smart to add several days for delivery time. For a rent increase effective February 1, mail the 30-day notice no later than early January. Always check how notice periods are calculated under your local laws.

Related Guides

Legal Disclaimer

This guide provides general information about mailing rent increase notices and is not legal advice. Landlord-tenant laws vary significantly by state and city. For specific legal questions about rent increases in your jurisdiction, consult with a licensed attorney or your local housing authority.

Last updated: January 25, 2025

Tags: rent increase notice, mail rent increase, landlord notice, certified mail rent increase, tenant notice, raise rent, rent increase letter