The NZ Landlord Document Kit: Every Template You Actually Need

If you manage your own rental property in New Zealand, you send the same letters over and over. Rent increase notices. Entry notices before inspections. Arrears reminders when rent falls behind. Termination notices at the end of a tenancy. Each one has a specific legal requirement under the Residential Tenancies Act 1986, and getting the wording or the notice period wrong can make the notice invalid - which means starting again from scratch.

This page collects every standard letter a NZ self-managing landlord needs, with the correct legal notice periods, the required content, and a template you can copy and adapt. For each one, RentManager pre-fills it from your tenancy record and keeps a timestamped copy in your CRM log - so you are not retyping, and you have a paper trail if you ever need it.

1. Rent Increase Notice

Legal requirement: 60 days written notice, maximum one increase every 12 months (s.24 Residential Tenancies Act 1986). The notice must state the new rent amount and the date it takes effect. Common mistake: 90 days is NOT required for rent increases - that figure applies to no-cause termination of periodic tenancies. The correct period is 60 days.

When to use: Any time you want to increase the rent on a periodic or fixed-term tenancy (note: fixed-term tenancies can only be increased if the agreement includes a rent-review clause).

[DATE]

To: [TENANT FULL NAME(S)] Property: [PROPERTY ADDRESS]

Dear [TENANT FIRST NAME(S)],

I am writing to give you notice that the rent for the above property will increase from [CURRENT WEEKLY RENT] per week to [NEW WEEKLY RENT] per week, effective from [EFFECTIVE DATE - must be at least 60 days from the date of this notice].

This notice is given under section 24 of the Residential Tenancies Act 1986.

If you have any questions about this notice, please contact me.

Yours sincerely, [LANDLORD NAME] [LANDLORD PHONE / EMAIL]

[CTA BOX] RentManager calculates the earliest valid effective date for you, drafts this notice with your tenant's details pre-filled, and emails it directly - keeping a copy in your tenancy timeline. One review, one click. Try it in the demo: https://rentmanager.nz/demo?source=returning_rent [END CTA]

2. Entry Notice (Inspection or Access)

Legal requirement: At least 48 hours written notice, no more than 14 days in advance, between 8am and 7pm, no more than once every four weeks (s.48 RTA 1986). The notice must state the reason for entry and the proposed time.

When to use: Before every routine inspection, maintenance access visit, or any other entry to the property.

[DATE]

To: [TENANT FULL NAME(S)] Property: [PROPERTY ADDRESS]

Dear [TENANT FIRST NAME(S)],

I am writing to give you notice that I (or my authorised representative) intend to enter the property at the above address on [DATE OF ENTRY] between [START TIME] and [END TIME].

The reason for entry is: [REASON - e.g. "routine property inspection" / "to carry out maintenance to the kitchen tap" / "to show the property to a prospective tenant"].

This notice is given under section 48 of the Residential Tenancies Act 1986.

Yours sincerely, [LANDLORD NAME] [LANDLORD PHONE / EMAIL]

[CTA BOX] RentManager schedules your inspection, generates this notice, and sends it to your tenant in one step. The date, time, and reason pull from your calendar entry. Try it in the demo: https://rentmanager.nz/demo?source=returning_inspections [END CTA]

3. Rent Arrears Notice - Initial Reminder

Legal requirement: There is no prescribed form for an initial arrears reminder, but sending one promptly creates a paper trail and gives the tenant a fair chance to catch up before formal escalation. Best practice: send on day 3-5 of arrears, before escalating to a 14-day notice.

When to use: First contact when rent is overdue, before any formal notice.

[DATE]

To: [TENANT FULL NAME(S)] Property: [PROPERTY ADDRESS]

Dear [TENANT FIRST NAME(S)],

I am writing to let you know that rent of [AMOUNT OVERDUE] for the period [PERIOD - e.g. "2 June 2026 to 8 June 2026"] has not been received.

As of today, your total arrears are [TOTAL ARREARS].

If you have already made payment, please disregard this notice. If you are experiencing difficulty, please contact me as soon as possible so we can discuss your situation.

Payment can be made to: Bank account: [ACCOUNT NUMBER] Reference: [PROPERTY ADDRESS or TENANT NAME]

Yours sincerely, [LANDLORD NAME] [LANDLORD PHONE / EMAIL]

[CTA BOX] RentManager tracks every rent period, calculates arrears automatically, and drafts this notice with the exact amount and period filled in. You review and send - no manual calculations. Try it in the demo: https://rentmanager.nz/demo?source=returning_rent [END CTA]

4. Rent Arrears Notice - 14-Day Formal Notice (Persistent Arrears)

Legal requirement: Under s.55 RTA 1986, if rent is 21 or more days overdue, you may apply to the Tenancy Tribunal for termination. Before doing so you must have given the tenant a written notice specifying the arrears. Separately, s.55A covers "persistent arrears" (three or more occasions in 90 days). In practice, a clearly worded written notice with a repayment demand is the foundation for any Tribunal application.

When to use: When initial reminders have not resolved the arrears and you are considering Tribunal action, or when arrears have reached a level that threatens your ability to cover the mortgage or property expenses.

[DATE]

To: [TENANT FULL NAME(S)] Property: [PROPERTY ADDRESS]

NOTICE OF RENT ARREARS

Dear [TENANT FIRST NAME(S)],

I am writing to formally notify you that rent for the above property is overdue. As of [DATE], the total arrears owing are [TOTAL ARREARS], calculated as follows:

[PERIOD 1]: [AMOUNT] - unpaid [PERIOD 2]: [AMOUNT] - unpaid [PERIOD 3]: [AMOUNT] - partially paid ([AMOUNT PAID] received, [AMOUNT STILL OWING] outstanding)

You are required to pay the full amount of [TOTAL ARREARS] within 14 days of this notice. Payment is to be made to:

Bank account: [ACCOUNT NUMBER] Reference: [PROPERTY ADDRESS or TENANT NAME]

If the arrears are not paid in full by [DATE 14 DAYS FROM TODAY], I will have no option but to apply to the Tenancy Tribunal for an order for payment and/or termination of the tenancy.

This notice is given under the Residential Tenancies Act 1986.

Yours sincerely, [LANDLORD NAME] [LANDLORD PHONE / EMAIL]

[CTA BOX] RentManager builds this notice from your rent ledger - every period, every partial payment, the exact arrears total. It also prepares a rent arrears schedule formatted for the Tenancy Tribunal if you need to escalate. Try it in the demo: https://rentmanager.nz/demo?source=returning_rent [END CTA]

5. Tenancy Termination Notice - 90-Day No-Cause (Periodic Tenancy)

Legal requirement: 90 days written notice for a periodic tenancy, no reason required (s.51(1) RTA 1986 as amended by the Residential Tenancies Amendment Act 2024, effective 30 January 2025). This applies to periodic tenancies only - a fixed-term tenancy cannot be terminated this way before the end date.

When to use: When you want to end a periodic tenancy without a specific reason - for example, you are selling the property, changing its use, or wish to end the arrangement.

[DATE]

To: [TENANT FULL NAME(S)] Property: [PROPERTY ADDRESS]

NOTICE OF TERMINATION OF TENANCY

Dear [TENANT FIRST NAME(S)],

I am writing to give you 90 days notice that your tenancy at [PROPERTY ADDRESS] will end on [TERMINATION DATE - must be at least 90 days from the date of this notice].

You are required to vacate the property and return the keys by [TERMINATION DATE].

Please note that you remain responsible for rent until the termination date, regardless of whether you vacate earlier.

This notice is given under section 51(1) of the Residential Tenancies Act 1986.

Yours sincerely, [LANDLORD NAME] [LANDLORD PHONE / EMAIL]

Other termination notice periods:

• 42 days: owner or family member moving in, or unconditional sale requiring vacant possession (s.51(1)(c) and (d) RTA 1986).
• 14 days: three or more rent-arrears notices in 90 days, or anti-social behaviour after Tribunal order (s.55A and s.54 RTA 1986).

[CTA BOX] RentManager calculates the earliest valid termination date and tracks the notice in your tenancy timeline. When you are ready to end a tenancy, everything is in one place. Try it in the demo: https://rentmanager.nz/demo?source=returning_rent [END CTA]

6. Bond Refund Cover Letter

Legal requirement: Bond refunds from 29 June 2026 must be submitted through Tenancy Services Bond Hub or connected software - paper forms are no longer accepted for refunds. The landlord must account for any deductions and both parties (or a Tribunal order) must agree.

When to use: When a tenancy ends and you are initiating a bond refund - whether full, partial, or claiming a portion for arrears, damage, or cleaning.

[DATE]

To: [TENANT FULL NAME(S)] Property: [PROPERTY ADDRESS] Bond Reference: [BN-XXXXXXXX]

Dear [TENANT FIRST NAME(S)],

I am writing regarding the refund of the bond held for [PROPERTY ADDRESS].

The tenancy ended on [END DATE]. The bond of [TOTAL BOND AMOUNT] is being processed as follows:

Refund to tenant: [TENANT REFUND AMOUNT] [Retained by landlord: [LANDLORD CLAIM AMOUNT] - reason: [REASON e.g. "rent arrears of $X for the period Y to Z" / "cleaning costs" / "repair of damage to kitchen bench"]]

[If full refund:] The full bond of [TOTAL BOND AMOUNT] is being refunded to you.

The bond refund has been submitted through Tenancy Services. You will receive a notification from Tenancy Services to confirm the refund.

Yours sincerely, [LANDLORD NAME] [LANDLORD PHONE / EMAIL]

[CTA BOX] RentManager submits bond refunds directly to MBIE through the Bond API - no paper forms, no Bond Hub login required. The refund is initiated from your tenancy record in a few clicks. Try it in the demo: https://rentmanager.nz/demo?source=returning_bond [END CTA]

7. Tenancy Tribunal - Rent Arrears Application Pack

Legal requirement: To apply to the Tenancy Tribunal for an order for payment (or termination for arrears), you need: a completed application form (available from Tenancy Services), a rent ledger showing the amounts owing period by period, and evidence that you have notified the tenant of the arrears in writing.

When to use: When arrears have not been resolved after written notice and direct communication, and you are ready to file a Tribunal application.

The Tribunal application itself is a form you complete at tenancy.govt.nz/disputes/making-an-application. What you need to prepare in advance is the supporting evidence.

Tribunal Evidence Pack - Rent Arrears Summary

This document summarises the arrears for a Tribunal application. Attach it to your application form.

RENT ARREARS SUMMARY - TENANCY TRIBUNAL EVIDENCE

Landlord: [LANDLORD NAME] Tenant(s): [TENANT FULL NAME(S)] Property: [PROPERTY ADDRESS] Tenancy start date: [START DATE] Arrears tracked from: [DATE]

RENT SCHEDULE: From [DATE] to [DATE]: [WEEKLY RENT] per week

ARREARS LEDGER:

Period | Rent Due | Paid | Balance [START] - [END] | [AMOUNT] | [AMOUNT] | [AMOUNT] [START] - [END] | [AMOUNT] | [AMOUNT] | [AMOUNT] [START] - [END] | [AMOUNT] | $0.00 | [AMOUNT]

TOTAL ARREARS AS AT [DATE]: [TOTAL]

NOTICE HISTORY: [DATE]: Initial arrears reminder sent (copy attached) [DATE]: Formal 14-day notice sent (copy attached)

BOND DETAILS: Bond reference: [BN-XXXXXXXX] Bond amount: [AMOUNT] Bond lodged: [DATE]

[CTA BOX] RentManager generates this arrears schedule directly from your rent ledger - every period, every payment, every partial. One button produces a print-ready Tribunal pack with all the dates and amounts filled in. Try it in the demo: https://rentmanager.nz/demo?source=returning_tribunal [END CTA]

8. Tenancy Agreement

The tenancy agreement is the most important document in the landlord-tenant relationship. Under NZ law, you are not required to use a specific form, but the agreement must contain the required terms under s.13A of the RTA 1986. The most commonly used template is the Tenancy Services standard form available at tenancy.govt.nz.

Key required clauses:

• Names and contact details of all parties
• Property address
• Start date and type (periodic or fixed-term; if fixed-term, the end date)
• Weekly rent and due date
• Bond amount (if any)
• Landlord's contact details and address for service of notices
• Signature of both parties

Optional but strongly recommended:

• Pet clause (permitting or prohibiting pets; pet bond from 1 December 2025)
• Smoking clause
• Maximum number of occupants
• Water meter number (required if you intend to on-charge metered water)
• Current healthy homes compliance status

[CTA BOX - TWO OPTIONS]

Already have a signed paper agreement and want to get started? Drop your PDF (or a photo of the paper original) at rentmanager.nz/upload-agreement - RentManager reads it, extracts the tenant names, address, rent, bond, and dates, and seeds your account fully populated. No re-typing. https://rentmanager.nz/upload-agreement

Want to see the agreement builder and document templates before committing? The demo has a live tenancy with a drafted agreement, inspection reports, arrears notices, and a bond record - all pre-filled. Browse the features with real data, no account required. https://rentmanager.nz/demo

[END CTA]

Why templates alone are not enough

A template gets you the right words. What it does not do is:

• Check the notice period is correct for your tenancy type
• Remind you when rent increases are due (you can only increase once every 12 months)
• Keep a timestamped record of every notice you sent
• Pre-fill the tenant name, property address, arrears figures, and bond reference
• Email the tenant and log the communication in one step

That is the difference between a template and a system. RentManager is built around the prepare-and-approve model: we prepare the document from your tenancy data, you review and approve. Most landlords send each of these letters from scratch - retyping the same address, looking up the rent amount, calculating the arrears manually. With RentManager, each letter takes about 30 seconds.

[FINAL CTA] Try RentManager free - no credit card required. https://rentmanager.nz/apply/register [END CTA]

END OF DRAFT Word count: approx 2,200 words Blog tag suggestions: templates, tenancy-law, arrears, bond, tribunal, rent-increase Internal links to add before publishing:

• s.24 rent increase -> existing blog article on rent increases if we have one
• Tribunal arrears schedule -> /app/tenancies/{id}/tribunal (link in the CTA)
• Bond refund -> /blog/bond-refund-nz if that article exists
• Healthy Homes -> /blog/healthy-homes-standards-nz