Free Virginia Tenant Welcome Letter Template

Last reviewed September 2026

Written by LawLease Editorial

Free template

Download a free Tenant Welcome Letter template

A blank, printable form — fill it in by hand. Or build a guided version with Virginia set as the governing state. Create a free account to download.

Build a guided Virginia version

Virginia Tenant Welcome Letter

This Tenant Welcome Letter is built with Virginia as the governing state. These are the Virginia landlord-tenant rules that most often bear on it, with the statute for each.

Virginia rules at a glance

Virginia rules for a Tenant Welcome Letter
Landlord entry	Notice and reasonable times; 72 hours for routine maintenance the tenant didn’t requestVa. Code §55.1-1229(A)
Late fees	Must be in the written lease; max the lesser of 10% of periodic rent or 10% of the balance owedVa. Code §55.1-1204(E)
Security deposit limit	2 months’ rent, including any up-front damage or renter’s insurance premiumsVa. Code §§55.1-1226(A), 55.1-1206(C)
Deposit return	45 days after the tenancy ends or the tenant moves out, whichever is later, with an itemized noticeVa. Code §55.1-1226(A)
Insurance instead of a deposit	A landlord may let the tenant buy approved damage insurance instead of paying a deposit; the tenant can switch to paying the full deposit at any time (§55.1-1226(I)–(J)).

Security deposits in Virginia

A Virginia landlord may not collect a security deposit, however it is labeled, of more than two months’ periodic rent (§55.1-1226(A)). If the landlord also collects damage-insurance or renter’s-insurance premiums before the tenancy starts, the deposit and premiums together still can’t exceed two months’ rent (§55.1-1206(C)).

Move-in report — Within 5 days after occupancy, the landlord must give the tenant a written report itemizing existing damage — including whether there is visible mold. It is deemed correct unless the tenant objects in writing within 5 days (§§55.1-1214, 55.1-1215).
Move-out inspection — Within 5 days of learning the tenant intends to leave, the landlord must tell the tenant of the right to attend the move-out inspection; if the tenant asks in writing to attend, the inspection must happen within 72 hours of delivery of possession (§55.1-1226(G)).
Return — The deposit, less lawful deductions, must be returned with a written itemization within 45 days after the tenancy ends or the tenant moves out, whichever is later. Allowed deductions are unpaid rent and lease-specified late charges, damage beyond reasonable wear and tear, and other charges in the lease (§55.1-1226(A)).
Contractor extension — If damage exceeds the deposit and needs a third-party contractor, the landlord may give written notice within the 45 days and take an extra 15 days to itemize (§55.1-1226(E)).
Willful violations — A court will order the deposit returned plus actual damages and reasonable attorney fees if the landlord willfully fails to comply (§55.1-1226(E)).
Insurance instead of a deposit — A landlord may let the tenant buy approved damage insurance instead of paying a deposit; the tenant can switch to paying the full deposit at any time (§55.1-1226(I)–(J)).

Rent, late fees & fees

Page-one fee disclosure — Beginning on the first page, a written lease must itemize the security deposit, the rent per payment period, and any one-time charges due before move-in or with the first payment, directly beneath the statutory sentence “No additional security deposits or rent shall be charged unless they are listed below or incorporated into this agreement by way of a separate addendum after execution of this rental agreement” (§55.1-1204.1).
Late fees — A late charge is only allowed if the written lease provides for it, and can’t exceed the lesser of 10% of the periodic rent or 10% of the remaining balance owed (§55.1-1204(E)).
Payment methods — Landlords must accept checks and money orders and give receipts for cash or money-order payments. A payment-processing fee is allowed only if a fee-free method is offered, and can’t exceed the landlord’s actual third-party cost (§55.1-1204(J)).
No maintenance fees — Unless the tenant caused the need by violating the Act, a landlord may not charge a fee for maintenance or repair of the unit (§55.1-1208(C)).
Application fees — Capped at $50 plus the actual third-party cost of screening ($32 for HUD-regulated housing); unused application deposits must be refunded with an itemization within 20 days (§55.1-1203).
Rent increases — A landlord owning more than four units must give 60 days’ written notice before the end of the term of any rent increase on renewal, and 60 days’ notice of non-renewal; from July 1, 2027 the increase notice becomes 90 days (§55.1-1204(K)). For a month-to-month or holdover tenancy, a new rent takes effect on the first rent due date at least 30 days after written notice (§55.1-1253(D)).
Rent control — There is none; the VRLTA supersedes local landlord–tenant ordinances statewide (§55.1-1201(E)).

Landlord entry & access

A tenant may not unreasonably withhold consent to entry for inspections, repairs, services, or showings. Except in an emergency or where it’s impractical, the landlord must give notice of intent to enter and may enter only at reasonable times (§55.1-1229(A)).

For routine maintenance the tenant didn’t request, the landlord must give at least 72 hours’ notice, the work must be done within 14 days, and the notice must state the last possible date. No notice is required for maintenance the tenant asked for (§55.1-1229(A)(4)). Entry that is unlawful or harassing lets the tenant seek an injunction, terminate, and recover damages and fees (§55.1-1210).

Virginia Tenant Welcome Letter FAQs

How much can a landlord charge for a security deposit in Virginia?

No more than two months’ periodic rent. Any damage- or renter’s-insurance premiums collected up front count toward that same two-month ceiling (§§55.1-1226(A), 55.1-1206(C)).

How long does a landlord have to return a security deposit in Virginia?

45 days after the tenancy ends or the tenant moves out, whichever is later, together with a written itemization of any deductions. If damage exceeds the deposit and requires a contractor, the landlord can notify the tenant within the 45 days and take 15 more days to itemize (§55.1-1226).

What is the maximum late fee in Virginia?

A late fee must be written into the lease and can’t exceed the lesser of 10% of the periodic rent or 10% of the remaining balance the tenant owes (§55.1-1204(E)).

Tenant Welcome Letter in other states

Create your document in under 5 minutes

Answer a few plain questions, then download or e-sign. Built for landlords and tenants.

Get started