How to Request Prorated Rent: Template Letters and Tips for Success
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Before You Write: Preparation Checklist
Essential Information to Gather:
- Current monthly rent amount
- Exact move-in/move-out dates
- Lease terms regarding proration
- Local laws about rent proration
- Landlord's contact information
- Your lease agreement reference number
Template 1: Standard Move-In Proration Request
[Your Name]
[Your Address]
[City, State ZIP]
[Date]
[Landlord/Property Manager's Name]
[Company Name]
[Address]
[City, State ZIP]
Re: Prorated Rent Request for [Property Address]
Dear [Landlord/Property Manager's Name],
I am writing regarding the rental property at [Property Address]. As we discussed, my move-in date is scheduled for [Date], which falls mid-month. I would like to formally request prorated rent for the month of [Month].
Based on my calculations:
• Monthly Rent: $[Amount]
• Days in [Month]: [Number]
• Days of Occupancy: [Number]
• Proposed Prorated Amount: $[Amount]
I have calculated this amount using the standard daily rate method (monthly rent divided by days in the month, multiplied by days of occupancy).
Please confirm if this calculation aligns with your records. I am happy to discuss any adjustments if needed.
Thank you for your consideration.
Sincerely,
[Your Name]
[Phone Number]
[Email Address]
Template 2: Early Move-Out Proration Request
[Your Name]
[Your Address]
[City, State ZIP]
[Date]
[Landlord/Property Manager's Name]
[Company Name]
[Address]
[City, State ZIP]
Re: Early Move-Out and Prorated Rent Request
Dear [Landlord/Property Manager's Name],
I am writing to inform you of my need to vacate the property at [Address] on [Date]. As per my lease agreement, I am providing [X] days' notice of my intention to move out.
I would like to request prorated rent for the month of [Month]. My calculations are as follows:
• Monthly Rent: $[Amount]
• Days of Occupancy: [Number]
• Proposed Prorated Amount: $[Amount]
I understand that my security deposit of $[Amount] is separate from this request. Please let me know what additional steps I need to take to facilitate this process.
Thank you for your attention to this matter.
Best regards,
[Your Name]
[Phone Number]
[Email Address]
Template 3: Renovation/Repair Proration Request
[Your Name]
[Your Address]
[City, State ZIP]
[Date]
[Landlord/Property Manager's Name]
[Company Name]
[Address]
[City, State ZIP]
Re: Rent Proration Request Due to [Renovation/Repair]
Dear [Landlord/Property Manager's Name],
I am writing regarding the scheduled [renovation/repair] work at [Property Address] from [Start Date] to [End Date]. As this work will impact the habitability of the unit, I am requesting prorated rent for this period.
The details are as follows:
• Regular Monthly Rent: $[Amount]
• Days of Limited Access: [Number]
• Requested Prorated Reduction: $[Amount]
I have documented the impact of these repairs through [photos/videos/notes] and am happy to provide this documentation if needed.
Thank you for your consideration of this request.
Sincerely,
[Your Name]
[Phone Number]
[Email Address]
Key Elements to Include in Every Request
- Your complete contact information
- Property address and unit number
- Lease reference number/date
- Specific dates and amounts
- Clear calculation method
- Professional tone
- Request for written confirmation
Follow-Up Strategies
Timeline for Follow-Up
- Wait 3-5 business days for initial response
- Send polite reminder after one week
- Consider phone call after 10 days
- Document all communication attempts
Follow-Up Email Template:
Subject: Following Up - Prorated Rent Request [Date]
Dear [Name],
I am following up on my prorated rent request sent on [Date]. Please let me know if you need any additional information to process this request.
I look forward to your response.
Best regards,
[Your Name]
Common Mistakes to Avoid
Don't:
- Send requests via text message
- Use informal language
- Make demands or threats
- Forget to include calculations
- Wait until the last minute
Negotiation Tips
- Research local standards
- Prepare documentation
- Remain professional
- Be open to compromise
- Get everything in writing
Frequently Asked Questions
When should I send my request?
Send your request at least 30 days before the intended move-in/move-out date, or as soon as you become aware of the need for proration.
What if my landlord doesn't respond?
Document your attempts to communicate and consider sending a certified letter. If necessary, consult local tenant resources or legal aid.
Should I include my calculations in the initial request?
Yes, showing your calculations demonstrates transparency and professionalism, making it easier for the landlord to review and approve your request.
Can I email these templates?
Yes, these templates can be adapted for email, but maintain the formal structure and professional tone. Save copies of all correspondence.
After Approval
Next Steps:
- Get written confirmation of approved amount
- Update payment records
- Keep all documentation
- Confirm receipt of adjusted payment
Conclusion
A well-written prorated rent request increases your chances of approval. Use these templates as a starting point, but customize them to your specific situation. Remember to maintain professionalism throughout the process and keep copies of all correspondence.
Final Tip: Use our prorated rent calculator above to ensure your calculations are accurate before submitting your request!