Property management companies provide myriad services to their clients, including negotiating rental agreements, maintaining a rental property and coordinating repairs, collecting rent payments and complying with local, state and federal laws. Such companies can be a godsend, especially for property owners who own properties a state other than where they live. If you no longer require the services of your property management company, you need to write a letter expressing your desire to terminate the contract. Write a professional and polite letter and keep your options open; you never know when you or someone you know might need the services of the company.

Read the terms of the contract with your property management company carefully. The terms should clearly specify how much advance notice the company requires and to whom you should address a termination letter. Call the company for clarification if any of the instructions are unclear.

Use your personal stationery or create your own by centering your name at the top of the page and then putting your contact information underneath. Select a professional font, such as Arial, Tahoma, Verdana or Times New. Use a larger font size -- say, 16- or 18-point -- for your name and a smaller font size -- 14- or 16-point -- for your contact information. Use an 11- or 12-point font for the body of your letter.

Open your letter with a formal salutation, using the full name of the company president, managing partner or other intended recipient. Address her by her last name and courtesy title, such as “Dear Ms. Baker.”

Begin your letter with a clear and concise statement of your purpose in writing. For example, you might say, “I am writing to notify you of my desire to terminate the property management contract that pertains to my townhouse at (full address, city and state).”

Make it clear that you are abiding by the terms of your contract. You might say, “The terms of the contract require that I provide you with 30 days’ notice of my intention to terminate the contract. As today’s date is October 1, the contract shall be null and void as of October 31.”

Include a brief explanation about why you are terminating the contract, if you wish. This is purely optional, but it may head off an inquiring phone call from the property management company. For example, you might say, “Though I have been very satisfied with your services, a close family member is moving to the area and has volunteered to oversee the property on my behalf.”

Add a special thank you for the company’s services, if you are so inclined. Mention the company’s response to a specific event or episode that impressed you. Say that you will keep the company in mind for your future needs or those of family, friends and co-workers. In business, it never pays to burn bridges.

Thank the recipient for her time and “prompt attention to this matter.” End your letter with a formal closing, such as “Sincerely.” Space four times and then type your full name. Sign your full name above your typed name.

Proofread and edit your letter carefully. Ensure that it is free of spelling and grammatical errors.

Send your letter by certified mail. A receipt will provide proof that the letter was delivered.


Save a copy of the letter for your records.