✅ Updated March 2026
Rent to Rent Offer Letter:
Template and Complete Writing Guide
A well-written offer letter transforms a verbal discussion into a concrete proposal that moves a deal forward. This guide gives you the complete template and explains what each section must achieve.
What This Guide Covers
What a Rent to Rent Offer Letter Does
An offer letter converts a verbal landlord conversation into a written record that moves a deal forward. It is not a contract – the Company Let Agreement is the contract – but it is a professional step that: demonstrates seriousness, sets out commercial terms clearly, gives the landlord something tangible to consider, provides a reference point for negotiating the full contract, and protects against misunderstanding. Most professional operators send an offer letter within 24-48 hours of a positive first conversation, while interest is still warm.
The Offer Letter Template and Structure
Template structure: Address and date, heading (Heads of Terms – Proposed Company Let Agreement), opening paragraph thanking them for the meeting, then the proposed terms: Property address, Guaranteed Rent (amount per calendar month), Payment Date (e.g. 1st by standing order), Contract Term (e.g. 3 years), Rent-Free Period (e.g. 6 weeks for setup), Break Clause (mutual from month 18 with 3 months notice), Use (HMO or serviced accommodation), Management (you handle everything), Subletting (express permission required). Close with: These heads of terms are subject to completion of due diligence and agreement of a formal Company Let Agreement. Sign off professionally with your name, company name, and company number. For more detail, see how break clauses work in rent to rent.
Following Up After the Offer Letter
After sending the offer letter: follow up within 3 days to confirm receipt and ask if there are questions. Be prepared to negotiate – they may come back with a different rent figure. Move to the contract quickly once terms are broadly agreed – delay kills momentum. If they go quiet: follow up at 7 days, then at 21 days, then again in 90 days. Timing is everything – they may not be ready now but could be in three months after a void period or tenant problem. For more detail, see rent-to-rent negotiation tactics.
Frequently Asked Questions
Is an offer letter legally binding?
No – a heads of terms or offer letter is not a legally binding contract. It is a statement of intent. The binding agreement is the Company Let Agreement, which should be reviewed by a solicitor before signing.
Should I put a deadline on my offer letter?
A soft deadline (we would be happy to proceed to contract within the next 2 weeks) creates gentle urgency. Avoid hard deadlines – they can feel aggressive and may cause a cautious landlord to disengage.
What if the landlord asks for a very different guaranteed rent?
Counter with your cashflow model and explain the maximum you can sustainably offer. If there is a gap you cannot bridge, explore whether other terms (longer rent-free, longer contract) compensate. If the gap is too large this may not be a viable deal.
Close More Deals With Professional Communication
Property Accelerator gives you the complete toolkit for landlord communication – pitch scripts, offer letters, and contract templates. For more detail, see our rent-to-rent contract template.
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