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The FTC Rental Junk Fees Rule: What Small Landlords Need to Know
September 16, 2026
1 mins read
Compliance and Legal

The FTC Rental Junk Fees Rule: What Small Landlords Need to Know

photo of Miles Lerner, Blog Post Author
Miles Lerner

What the FTC rental fee rulemaking means for small landlords

In 2026 the Federal Trade Commission opened a rulemaking aimed squarely at how rental housing fees are advertised and charged. The effort began when the FTC submitted a draft Advance Notice of Proposed Rulemaking on rental housing fees to the Office of Management and Budget for review on January 30, 2026, and it moved into the public phase when the notice was published in the Federal Register on March 12, 2026, opening a public comment period. The FTC framed the problem plainly. In announcing the action, FTC Chairman Andrew Ferguson said that Americans "have been unjustly squeezed of their hard-earned pay by hidden fees" and that "the American consumer deserves honesty and transparency in housing rental agreements."

For a self-managing landlord or a small property manager, this is not enterprise compliance news that only large operators need to track. The direction of the rule touches the everyday mechanics of how you list a unit, what you charge on top of rent, and how you collect payment. This article explains what the rulemaking is reaching toward, which fees are drawing scrutiny, and what a small operator running 1 to 100 units can do now to stay on the right side of where the rules are heading.

Note: This article is general education, not legal advice. Federal rulemaking is an evolving process, and fee rules also vary by state and municipality. Nothing here should be treated as a legal opinion about your specific listings, leases, or fee practices. Confirm your obligations with a qualified attorney licensed in your jurisdiction before changing how you advertise or charge fees.

What the rulemaking actually proposes

The core idea behind the rulemaking is total-price disclosure, sometimes described as an all-in pricing standard. The FTC has signaled that the most prominent price a prospective renter sees should reflect the real cost of renting the unit, not a stripped-down base rent that hides mandatory charges added later. In the Federal Register notice, the FTC stated that "failure to advertise the true total rent limits consumers' ability to make informed financial decisions." The concern is that a low advertised rent followed by a stack of required fees at signing distorts the renter's ability to compare units and distorts fair competition among housing providers.

An Advance Notice of Proposed Rulemaking is an early stage. It is a request for public comment, not a final rule, and it asks feasibility questions rather than imposing requirements. The published notice opened a 30-day window for the public to submit comments through regulations.gov. The FTC used the notice to ask how a total-rent disclosure should work in practice, including how to treat variable costs such as utilities and how to distinguish truly mandatory charges from optional ones. The practical takeaway for a small landlord is that a final rule, if one follows, is likely to push toward showing renters the full mandatory cost up front rather than revealing it piece by piece.

Which rental fees are drawing scrutiny

The rulemaking reaches across the full lease lifecycle, from application through move-out. The categories of fees that have drawn the most attention include the following.

  • Application fees. One-time charges to apply for a unit, especially where the fee exceeds the actual cost of screening or where an applicant pays repeatedly with little transparency into what the fee covers.
  • Convenience and processing fees on rent payments. Charges added when a renter pays rent, particularly surcharges applied to electronic payments that are not clearly disclosed before the renter commits to the payment.
  • Mandatory recurring add-ons. Charges layered on top of base rent every month, such as amenity fees, technology or resident-portal fees, administrative fees, and mandatory service charges like valet trash. These draw scrutiny when they are effectively required but kept out of the advertised rent.
  • Move-out and turnover charges. Fees assessed at the end of a tenancy, where the concern is disclosure and whether the charge reflects a real cost.
  • Late fees and security deposit practices. The notice also touches how these are disclosed and applied, alongside the broader question of what belongs in the advertised total.

A recurring theme across these categories is the gap between a "base" rent and the true total. The FTC's recent enforcement history illustrates the point. The agency reached settlements with large national landlords, including Invitation Homes and Greystar, over practices that excluded mandatory monthly fees from advertised rent, with the Colorado Attorney General participating in the Greystar matter. Those cases signal the kind of conduct the rulemaking is meant to address at a broader level.

Who is backing the effort

The rulemaking has support beyond the FTC itself. On April 13, 2026, a bipartisan coalition of more than two dozen state attorneys general submitted a comment letter urging the Commission to require disclosure of the total cost of rental housing, including all mandatory fees, in advertisements and listings. The coalition also urged the FTC to prohibit unfair or deceptive rental fee practices and fees for services a landlord is legally required to provide. Their argument was that undisclosed mandatory fees let operators advertise artificially low base rents while concealing the true cost, which harms both renters and honest competitors.

The industry response has been more measured. The National Apartment Association has said that transparency is fundamental to how housing providers operate and that many already communicate costs throughout the leasing process, while arguing that providers need flexibility to set policies that fit their own business structures. For a small landlord, the signal in both positions is the same. Transparency about the full cost of renting is becoming the expected baseline, whatever the final rule ultimately requires.

What a small landlord can do now

You do not need to wait for a final rule to align with where this is heading. A few practical habits reduce your exposure and, separately, tend to build trust with renters.

  • Advertise the real total. If a unit carries mandatory monthly charges on top of base rent, state the full monthly cost in the listing rather than burying add-ons for later. A renter who sees the true number up front cannot later claim they were misled.
  • Disclose payment surcharges before the renter commits. If a renter is charged extra to pay a certain way, show that charge clearly before they confirm the payment, not after.
  • Keep application fees tied to real costs. Charge what screening actually costs, disclose what the fee covers, and keep records.
  • Write fees into the lease clearly. Mandatory add-ons, late fees, and deposit terms should be spelled out, and late fee amounts should comply with your state and local limits.
  • Avoid billing systems that quietly add fees. Payment tools that tack transaction fees onto rent collection push you in the opposite direction from where the rule is heading. Collection that does not add fees keeps your total honest by default.

That last point is where the mechanics of your rent collection start to matter. A platform that charges you or your renter a fee to move rent by bank transfer is quietly inflating the cost of tenancy, which is precisely the kind of hidden charge the rulemaking is aimed at. A platform that does not add such fees keeps your advertised total and your collected total the same.

Frequently asked questions

Is the FTC rental junk fees rule in effect yet?

No. As of 2026 the FTC has opened an Advance Notice of Proposed Rulemaking, which is an early stage that gathers public comment. The notice was published in the Federal Register on March 12, 2026, with a 30-day comment period. A final rule, if one follows, would come later after the FTC reviews comments and issues a proposed rule.

What rental fees does the FTC rulemaking target?

The rulemaking looks at fees across the lease lifecycle, including application fees, convenience or processing fees on rent payments, mandatory recurring add-ons such as amenity, technology, and administrative fees, move-out charges, late fees, and security deposit practices. The central concern is fees that are effectively required but kept out of the advertised rent.

What is all-in or total-price rent disclosure?

Total-price disclosure means the most prominent price a renter sees reflects the full mandatory cost of renting the unit, not a base rent with required fees added later. The FTC has signaled that advertised rent should reflect the true total so renters can compare units and make informed decisions.

Do small landlords have to follow the FTC rental fee rules?

Any final FTC rule on unfair or deceptive practices would generally apply broadly, not only to large operators, and many states already have their own fee disclosure laws. A self-managing landlord or small property manager should treat total-cost transparency as the expected baseline rather than assume the rules apply only to national companies. Confirm your specific obligations with a qualified attorney in your jurisdiction.

How can a landlord avoid charging junk fees on rent collection?

Use rent collection that does not add transaction fees to bank payments, disclose any card or convenience surcharge clearly before the renter confirms, and advertise the true total monthly cost including any mandatory add-ons. Keeping collection fee-free by default means your advertised rent and your collected rent stay the same number.

What to do next

The real operational problem the rulemaking surfaces is a gap between what a renter is told a unit costs and what they actually pay. That gap can open up in two places for a small landlord: in how you advertise a unit and its mandatory charges, and in the fees a payment system quietly adds when rent moves. Closing that gap is about keeping your numbers honest end to end, so the total a renter sees is the total they pay.

Shuk is built for self-managing landlords and small property managers running 1 to 100 units, and several of its capabilities help you keep rent collection transparent. Rent collection through Shuk carries zero ACH transaction fees for both landlords and renters, so moving rent by bank transfer does not inflate the cost of tenancy. When a renter chooses to pay by card instead, the convenience fee is shown before they confirm the payment, so nothing is added silently after the fact. Shuk's own pricing is published as a five-band public rate card on shukrentals.com/pricing with no setup fees and no contract, which is the same transparency the rule is asking landlords to extend to renters. Note that Shuk is fee-transparent rent collection software, not a legal or compliance product, and it does not generate fee disclosures or track regulatory deadlines for you.

At as low as $2.00 per unit per month, billed annually with no setup fees and no contract, and with White Glove Onboarding included at no additional cost, Shuk makes fee-transparent rent collection feasible for landlords and property managers running 1 to 100 units.

Book a demo at shukrentals.com/book-a-demo to see how zero ACH transaction fee rent collection and transparent published pricing work together so the total a renter pays matches the total you advertise.

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What the FTC rental fee rulemaking means for small landlords

In 2026 the Federal Trade Commission opened a rulemaking aimed squarely at how rental housing fees are advertised and charged. The effort began when the FTC submitted a draft Advance Notice of Proposed Rulemaking on rental housing fees to the Office of Management and Budget for review on January 30, 2026, and it moved into the public phase when the notice was published in the Federal Register on March 12, 2026, opening a public comment period. The FTC framed the problem plainly. In announcing the action, FTC Chairman Andrew Ferguson said that Americans "have been unjustly squeezed of their hard-earned pay by hidden fees" and that "the American consumer deserves honesty and transparency in housing rental agreements."

For a self-managing landlord or a small property manager, this is not enterprise compliance news that only large operators need to track. The direction of the rule touches the everyday mechanics of how you list a unit, what you charge on top of rent, and how you collect payment. This article explains what the rulemaking is reaching toward, which fees are drawing scrutiny, and what a small operator running 1 to 100 units can do now to stay on the right side of where the rules are heading.

Note: This article is general education, not legal advice. Federal rulemaking is an evolving process, and fee rules also vary by state and municipality. Nothing here should be treated as a legal opinion about your specific listings, leases, or fee practices. Confirm your obligations with a qualified attorney licensed in your jurisdiction before changing how you advertise or charge fees.

What the rulemaking actually proposes

The core idea behind the rulemaking is total-price disclosure, sometimes described as an all-in pricing standard. The FTC has signaled that the most prominent price a prospective renter sees should reflect the real cost of renting the unit, not a stripped-down base rent that hides mandatory charges added later. In the Federal Register notice, the FTC stated that "failure to advertise the true total rent limits consumers' ability to make informed financial decisions." The concern is that a low advertised rent followed by a stack of required fees at signing distorts the renter's ability to compare units and distorts fair competition among housing providers.

An Advance Notice of Proposed Rulemaking is an early stage. It is a request for public comment, not a final rule, and it asks feasibility questions rather than imposing requirements. The published notice opened a 30-day window for the public to submit comments through regulations.gov. The FTC used the notice to ask how a total-rent disclosure should work in practice, including how to treat variable costs such as utilities and how to distinguish truly mandatory charges from optional ones. The practical takeaway for a small landlord is that a final rule, if one follows, is likely to push toward showing renters the full mandatory cost up front rather than revealing it piece by piece.

Which rental fees are drawing scrutiny

The rulemaking reaches across the full lease lifecycle, from application through move-out. The categories of fees that have drawn the most attention include the following.

  • Application fees. One-time charges to apply for a unit, especially where the fee exceeds the actual cost of screening or where an applicant pays repeatedly with little transparency into what the fee covers.
  • Convenience and processing fees on rent payments. Charges added when a renter pays rent, particularly surcharges applied to electronic payments that are not clearly disclosed before the renter commits to the payment.
  • Mandatory recurring add-ons. Charges layered on top of base rent every month, such as amenity fees, technology or resident-portal fees, administrative fees, and mandatory service charges like valet trash. These draw scrutiny when they are effectively required but kept out of the advertised rent.
  • Move-out and turnover charges. Fees assessed at the end of a tenancy, where the concern is disclosure and whether the charge reflects a real cost.
  • Late fees and security deposit practices. The notice also touches how these are disclosed and applied, alongside the broader question of what belongs in the advertised total.

A recurring theme across these categories is the gap between a "base" rent and the true total. The FTC's recent enforcement history illustrates the point. The agency reached settlements with large national landlords, including Invitation Homes and Greystar, over practices that excluded mandatory monthly fees from advertised rent, with the Colorado Attorney General participating in the Greystar matter. Those cases signal the kind of conduct the rulemaking is meant to address at a broader level.

Who is backing the effort

The rulemaking has support beyond the FTC itself. On April 13, 2026, a bipartisan coalition of more than two dozen state attorneys general submitted a comment letter urging the Commission to require disclosure of the total cost of rental housing, including all mandatory fees, in advertisements and listings. The coalition also urged the FTC to prohibit unfair or deceptive rental fee practices and fees for services a landlord is legally required to provide. Their argument was that undisclosed mandatory fees let operators advertise artificially low base rents while concealing the true cost, which harms both renters and honest competitors.

The industry response has been more measured. The National Apartment Association has said that transparency is fundamental to how housing providers operate and that many already communicate costs throughout the leasing process, while arguing that providers need flexibility to set policies that fit their own business structures. For a small landlord, the signal in both positions is the same. Transparency about the full cost of renting is becoming the expected baseline, whatever the final rule ultimately requires.

What a small landlord can do now

You do not need to wait for a final rule to align with where this is heading. A few practical habits reduce your exposure and, separately, tend to build trust with renters.

  • Advertise the real total. If a unit carries mandatory monthly charges on top of base rent, state the full monthly cost in the listing rather than burying add-ons for later. A renter who sees the true number up front cannot later claim they were misled.
  • Disclose payment surcharges before the renter commits. If a renter is charged extra to pay a certain way, show that charge clearly before they confirm the payment, not after.
  • Keep application fees tied to real costs. Charge what screening actually costs, disclose what the fee covers, and keep records.
  • Write fees into the lease clearly. Mandatory add-ons, late fees, and deposit terms should be spelled out, and late fee amounts should comply with your state and local limits.
  • Avoid billing systems that quietly add fees. Payment tools that tack transaction fees onto rent collection push you in the opposite direction from where the rule is heading. Collection that does not add fees keeps your total honest by default.

That last point is where the mechanics of your rent collection start to matter. A platform that charges you or your renter a fee to move rent by bank transfer is quietly inflating the cost of tenancy, which is precisely the kind of hidden charge the rulemaking is aimed at. A platform that does not add such fees keeps your advertised total and your collected total the same.

Frequently asked questions

Is the FTC rental junk fees rule in effect yet?

No. As of 2026 the FTC has opened an Advance Notice of Proposed Rulemaking, which is an early stage that gathers public comment. The notice was published in the Federal Register on March 12, 2026, with a 30-day comment period. A final rule, if one follows, would come later after the FTC reviews comments and issues a proposed rule.

What rental fees does the FTC rulemaking target?

The rulemaking looks at fees across the lease lifecycle, including application fees, convenience or processing fees on rent payments, mandatory recurring add-ons such as amenity, technology, and administrative fees, move-out charges, late fees, and security deposit practices. The central concern is fees that are effectively required but kept out of the advertised rent.

What is all-in or total-price rent disclosure?

Total-price disclosure means the most prominent price a renter sees reflects the full mandatory cost of renting the unit, not a base rent with required fees added later. The FTC has signaled that advertised rent should reflect the true total so renters can compare units and make informed decisions.

Do small landlords have to follow the FTC rental fee rules?

Any final FTC rule on unfair or deceptive practices would generally apply broadly, not only to large operators, and many states already have their own fee disclosure laws. A self-managing landlord or small property manager should treat total-cost transparency as the expected baseline rather than assume the rules apply only to national companies. Confirm your specific obligations with a qualified attorney in your jurisdiction.

How can a landlord avoid charging junk fees on rent collection?

Use rent collection that does not add transaction fees to bank payments, disclose any card or convenience surcharge clearly before the renter confirms, and advertise the true total monthly cost including any mandatory add-ons. Keeping collection fee-free by default means your advertised rent and your collected rent stay the same number.

What to do next

The real operational problem the rulemaking surfaces is a gap between what a renter is told a unit costs and what they actually pay. That gap can open up in two places for a small landlord: in how you advertise a unit and its mandatory charges, and in the fees a payment system quietly adds when rent moves. Closing that gap is about keeping your numbers honest end to end, so the total a renter sees is the total they pay.

Shuk is built for self-managing landlords and small property managers running 1 to 100 units, and several of its capabilities help you keep rent collection transparent. Rent collection through Shuk carries zero ACH transaction fees for both landlords and renters, so moving rent by bank transfer does not inflate the cost of tenancy. When a renter chooses to pay by card instead, the convenience fee is shown before they confirm the payment, so nothing is added silently after the fact. Shuk's own pricing is published as a five-band public rate card on shukrentals.com/pricing with no setup fees and no contract, which is the same transparency the rule is asking landlords to extend to renters. Note that Shuk is fee-transparent rent collection software, not a legal or compliance product, and it does not generate fee disclosures or track regulatory deadlines for you.

At as low as $2.00 per unit per month, billed annually with no setup fees and no contract, and with White Glove Onboarding included at no additional cost, Shuk makes fee-transparent rent collection feasible for landlords and property managers running 1 to 100 units.

Book a demo at shukrentals.com/book-a-demo to see how zero ACH transaction fee rent collection and transparent published pricing work together so the total a renter pays matches the total you advertise.

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Book a demo to get started with a free trial.

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How to Scale a Rental Property Portfolio From 1 Unit to 10, 25, or 100+ Without Losing Control

What Scaling a Rental Property Portfolio Means and Why Most Landlords Stall

Scaling a rental property portfolio is the process of growing from a small number of rental units to a larger, systematized operation by layering repeatable acquisition strategies, scalable financing structures, and standardized management systems. It requires progressing through distinct phases where the bottlenecks shift from deal-finding to capital access to operational discipline. For independent landlords and property managers, the difference between controlled growth and chaotic expansion comes down to whether systems are built before they are needed.

See how Charles scaled to a 10-unit portfolio using systematic operations and tools like LIT for data-driven decision-making.

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Lease Renewals
How to Write a Lease Renewal Offer Letter (With Template)

A lease renewal offer letter is one of the most straightforward documents a landlord sends - and one of the most commonly mishandled. Sent too late, it creates a scramble. Written poorly, it generates back-and-forth or dispute. Done right, it gives a good tenant a clear, low-friction path to stay.

This guide covers when to send, what to include, how to deliver it, and how to follow up. Two ready-to-use templates are at the end.

Note: This article covers general principles of notice timing and renewal communication for informational purposes only. It is not legal advice. Notice requirements, rent increase limits, and permissible renewal terms vary significantly by state and municipality. Requirements cited here for Oregon, California, and other states are illustrative only and may have changed. Always verify your local statutes before serving any notice.

1. Why Lease Renewal Letters Matter

A renewal letter is more than a courtesy note. It serves three practical functions that protect you as a landlord:

It creates a paper trail for notice and delivery. If a dispute arises later over whether a tenant was given proper notice or time to respond, a dated, delivered letter is your documentation.

It protects the tenant relationship by giving advance time to plan. Tenants who receive a well-timed, professionally worded offer are more likely to stay than those who feel the renewal was sprung on them late.

It improves clarity and compliance. Many jurisdictions require written notice for rent changes; a clean letter satisfies that requirement and reduces the chance of misunderstanding about what was offered and when.

2. Timing: When to Send the Renewal Offer

Send your renewal offer 60-90 days before lease expiration. This timing serves two purposes: it aligns with many states' required written notice windows, and it gives tenants enough runway to make a real decision rather than a reactive one.

Check your local requirements before sending. As one example, California requires 30 days of notice for rent increases of 10% or less and 60 days for increases over 10%, with local ordinances potentially adding more restrictions. Oregon and several other states have similar minimum notice rules that vary by tenancy length and increase amount.

Your lease may also specify its own notice window - often 30 or 60 days - that controls if it is enforceable in your area. When in doubt, send earlier rather than later. A renewal offer sent at 90 days rarely causes problems; one sent at 14 days creates them.

3. The 3 Required Components Every Renewal Letter Should Include

To be useful and to avoid back-and-forth, every renewal offer letter should include these three things:

1. New term dates (start and end). Spell out the proposed term clearly. Example: "January 1, 2027 through December 31, 2027." Ambiguous dates are a common source of disputes over when a tenancy ended or continued.

2. Updated rent amount (or confirmation of no change). Put the monthly rent in dollars. If it is changing, include the effective date. If it is not changing, say so explicitly - do not leave it implied. State your figures clearly so the tenant is not left to guess whether the number includes any increases.

3. A clear tenant response deadline. Give a specific date and, where practical, a time. Example: "Please confirm by 5:00 p.m. on October 15, 2026." Tell the tenant exactly how to respond: reply to an email, sign and return the attached renewal agreement, or another specific method.

4. Two Optional Elements That Improve Retention

These are not required, but they make the letter more effective:

Personal acknowledgment. A sentence thanking the tenant for on-time payments, good maintenance stewardship, or responsive communication makes the renewal feel like a genuine offer rather than a form letter. Tenants who feel recognized are more likely to renew before shopping alternatives.

Note any completed or scheduled property improvements. If you replaced a roof, upgraded lighting, improved landscaping, or scheduled hallway painting, state it plainly. Example: "We are replacing the building's exterior lighting in September to improve security and visibility." This frames the renewal in terms of ongoing investment rather than asking the tenant to pay more for the same thing.

5. Tone and Formatting Tips

Keep it friendly but treat it as a business letter:

  • Use simple, direct language. Avoid legalese and slang. The goal is a letter a tenant can skim in two minutes and understand completely.
  • Make key terms easy to spot. Put the rent amount, term dates, and response deadline in their own lines or a short list so they are impossible to miss.
  • Stay professional. A warm tone and a business format are not in conflict. The sample templates below demonstrate how to do both.

6. Delivery Methods

Use a delivery method that matches your lease terms, your state law, and sound documentation practice:

  • Email plus physical copy is the standard best practice for most independent landlords. Email creates a timestamp; a physical copy (hand delivery or first-class mail) covers jurisdictions that require written notice.
  • Certified mail or trackable delivery is worth the extra cost when rent is increasing, particularly in rent-controlled markets. Proof of delivery date can be critical if the tenant later disputes whether they received proper notice.
  • In-app messaging through a property management platform creates a timestamped, searchable record of every communication in one place.

Document every delivery attempt. Save the sent email, the tracking number, or the signed delivery confirmation.

7. Follow-Up Sequence If the Tenant Does Not Respond

If the tenant does not respond by the initial deadline:

  • Day 7 after sending: Send a brief follow-up by email or in-app message. Keep it short: "Just following up on the renewal offer we sent on [date]. Please let us know if you have questions."
  • Day 14: A direct message or call. The goal is to understand whether there is a delay, a question, or an intent not to renew, so you can plan accordingly.
  • Day 21-30: If still no response and the lease end is approaching, treat the tenancy as likely non-renewing. Consult your local statute on what notice you need to serve and when.

Non-response does not mean non-renewal. It may mean the tenant forgot, is traveling, or has questions they have not surfaced yet. Follow up, but also prepare your vacancy plan.

8. Ready-to-Use Templates

Template A: No Rent Change

Date: [Month Day, Year]
To: [Tenant Name(s)]
Property Address: [Street Address, City, State, ZIP]
Current Lease End Date: [MM/DD/YYYY]

Subject: Lease Renewal Offer for [Property Address]

Hi [Tenant Name],

Thank you for your tenancy at [Property Address]. We appreciate [personal acknowledgment - e.g., "your on-time payments and the care you've taken with the home"].

Your current lease is scheduled to end on [Current Lease End Date]. We'd like to offer you a renewal under the terms below:

  • Renewal Term: [Start Date] through [End Date]
  • Monthly Rent: $[Rent Amount] (no change from your current rent)
  • Security Deposit: $[Deposit Amount] (no change)
  • All other lease terms remain the same unless updated in the attached renewal agreement.

To accept this offer, please [reply to this email / sign and return the attached renewal / confirm via [method]] by [Response Deadline, e.g., "5:00 p.m. on [Date]"]. If you have questions, reply here and we'll work through them together.

We've valued having you as a tenant and hope to continue the arrangement.

[Your name]
[Phone / email]

Template B: Modest Rent Increase

Date: [Month Day, Year]
To: [Tenant Name(s)]
Property Address: [Street Address, City, State, ZIP]
Current Lease End Date: [MM/DD/YYYY]

Subject: Lease Renewal Offer (Updated Rent) for [Property Address]

Hi [Tenant Name],

Thank you for living at [Property Address]. We appreciate [personal acknowledgment - e.g., "how responsive you've been with maintenance access and how well you've maintained the unit"].

Your current lease ends on [Current Lease End Date]. We'd like to offer a renewal with the following terms:

  • Renewal Term: [Start Date] through [End Date]
  • New Monthly Rent: $[New Rent Amount] (currently $[Current Rent Amount])
  • Effective Date of New Rent: [Start Date or specific date]
  • All other lease terms remain the same unless updated in the attached renewal agreement.

[Optional: Property update - e.g., "This fall we are upgrading exterior lighting and repainting common-area trim, which we expect to complete by [Month]."]

To accept, please [reply / sign and return the attached / confirm via [method]] by [Response Deadline]. If you'd like to discuss the terms, reply here and we can talk through it.

We appreciate your tenancy and hope you'll continue.

[Your name]
[Phone / email]

FAQ

When should a landlord send a lease renewal offer letter?

Most independent landlords should send the renewal offer 60-90 days before lease expiration. This window gives tenants time to plan and respond, gives the landlord time to pivot to marketing if they decline, and typically meets or exceeds the written notice requirements most states impose before a rent change or lease termination. Check your local statute, since some states or cities require longer notice depending on tenancy length or increase size.

What must a lease renewal letter include?

At minimum, a lease renewal letter should state the proposed new term dates, the updated rent amount (or a clear statement that rent is not changing), and a specific deadline for the tenant to respond. Including a clear delivery method - how the tenant confirms acceptance - prevents back-and-forth and creates a documented acceptance record.

What if the tenant does not respond to the renewal offer?

Follow up at day 7 with a brief reminder, and again at day 14 if still no response. A direct call or message by day 14 usually surfaces whether the tenant intends to stay, has questions, or is planning to move. Non-response is not the same as non-renewal, but by day 21-30 you should treat it as a likely non-renewal for planning purposes and review your local statute on required notice steps.

What to Do Next

Sending a renewal offer at the wrong time - or not at all - is how landlords end up scrambling. A late offer means a late response, which means a late vacancy decision, which means a compressed marketing window if the tenant leaves.

Shuk supports the renewal communication workflow across three capabilities. The Lease Indication Tool (LIT) provides early renewal intelligence starting six months before lease end through tenant polling and predictive lease renewal insights, so you know which tenants are likely to renew before the formal offer window opens. Centralized in-app messaging with email and push notifications gives you a timestamped, documented channel for the renewal offer itself, follow-up reminders, and any negotiation - all in one place. And e-signature through Adobe-powered integration lets tenants sign the renewal agreement digitally, without paper, tracking, or trips to the mailbox.

At as low as $2.00 per unit per month, billed annually with no setup fees and no contract, and with White Glove Onboarding included at no additional cost, Shuk makes structured renewal communication feasible for landlords and property managers running 1 to 100 units.

Book a demo at shukrentals.com/book-a-demo to see how the Lease Indication Tool, centralized messaging, and e-signature work together so renewal letters go out on time and responses come back documented.

August 31, 2026
1 mins read
Rent Collection Hub
What Are the Hidden Costs of ACH Fees in Rent Collection?

What Are the Hidden Costs of ACH Fees in Rent Collection?

ACH (Automated Clearing House) payments are often positioned as the low-cost way to collect rent. Compared with paper checks, they usually are. NACHA has reported median ACH processing costs around $0.26 to $0.50 per payment, while checks can run $2.01 to $4 per payment when you factor in issuance and handling overhead.

Here is what catches landlords off guard. Rent collection is not a one-time payment. It is 12 payments per unit per year, often across multiple properties. And ACH "fees" do not always show up as a single, obvious line item. They can appear as per-transaction charges, percentage-based ACH pricing, return and reversal fees, optional expedited settlement costs, bank fees, and platform pricing structures that quietly shift cost from "software" to "processing."

With ACH volume reaching 35.2 billion payments in NACHA's recent reporting, a clear sign that electronic payments are only becoming more central, landlords and property managers should treat rent collection like any other operational expense. Quantify it, stress-test it at scale, and choose the most transparent structure.

This guide breaks down the hidden costs, shows how "small" fees compound, clarifies who typically pays (and what laws can restrict you), and provides a practical framework, plus simple calculators, to evaluate the true total cost of ownership of your rent-collection setup.

Why ACH Still Gets Expensive in Real Life

ACH is a bank-to-bank network used for payroll, bill pay, and recurring transfers. In rent collection, it typically shows up as an eCheck, bank transfer, or ACH debit where a tenant authorizes a pull from their account.

Two trends make ACH fee scrutiny more important than ever.

Tenants increasingly expect online payments. Buildium has reported that 78% of tenants prefer to pay rent online. That preference shift pushes more landlords to adopt portals and payment tools, sometimes without fully auditing fee structures.

Landlords are under margin pressure. A Realtor.com/Avail survey reported 65.1% of landlords planned to raise rent within 12 months, reflecting rising operating costs and the need to protect NOI. When expenses rise, processing fees that were "small" at 5 units become material at 50 or 200.

Here is the tricky part. ACH fees can be billed in ways that are hard to compare. Some processors charge a flat amount per payment (for example, $1 per EFT in some schedules), others charge a percentage (for example, 0.8% capped at $5 for Stripe's ACH debit pricing), and some platforms layer additional convenience fees, return fees, or settlement upgrades. Even when a platform advertises "low ACH," you may still pay for add-ons like automation, accounting exports, or extra user seats.

To make a good decision, you need to calculate three things. Processing cost per rent payment, platform cost per unit per month, and the cost of exceptions (failed payments, reversals, manual work, and compliance handling). Here is the exact workflow.

Step 1: Identify Your ACH Fee Model. Flat, Percentage-Based, or "Free" With Strings Attached

Start by finding which of these pricing models you are actually on.

A) Flat ACH fee (per transaction)

Common in property portals and some payment tools. Common examples include $1 per EFT in certain bank-direct setups and $1 to $2.50 per ACH in portal pricing. Flat pricing is predictable, but it punishes you as your transaction count grows, even if rents are low.

Example. 50 units x $1.50 flat ACH fee x 12 months = $900 per year.

Example. 10 units x $2.50 x 12 = $300 per year.

Example. 200 units x $1.00 x 12 = $2,400 per year. A "small" fee becomes a meaningful line item.

B) Percentage-based ACH fee

Often described as ACH debit with a cap. Stripe's published ACH debit pricing is 0.8% capped at $5. Percentage fees scale with rent amounts, which can be brutal in higher-rent markets.

Example. $2,800 rent x 0.8% = $22.40, but capped at $5. So $5 per payment.

Example. $900 rent x 0.8% = $7.20, capped at $5. So $5 anyway.

Example. $500 rent x 0.8% = $4.00 (below the cap).

C) "Fee-free ACH" (usually subsidized somewhere else)

Some providers have removed ACH tenant fees to boost adoption. Yardi announced eliminating ACH rent-payment fees starting January 2024. "No ACH fee" can be real, but always verify whether costs appear elsewhere. Monthly platform price, premium tiers, or add-on modules.

What to do next. Pull the actual merchant or processing schedule, not a marketing page. Then write down:

  • ACH fee type (flat vs. % vs. capped)
  • Return and reversal fee
  • Same-day or expedite options
  • Any convenience-fee rules (who pays, when it is applied)

That one-page summary becomes the foundation for the math in Steps 2 and 5.

Step 2: Quantify the Compounding Effect. Small Fees x Doors x Months = Real NOI Loss

ACH costs feel invisible because they are distributed across time and tenants. Here is the fix. Calculate annualized totals and translate them into NOI impact.

Use this inline calculator (copy and paste into a spreadsheet)

Annual ACH Cost = units x % paying by ACH x ACH fee per transaction x 12

If your fee is percentage-based, use:

Annual ACH Cost = units x % paying by ACH x average rent x ACH % fee x 12 (then apply any cap per transaction, if relevant)

Scenario A. Flat fee looks "tiny" but scales fast

  • 10 units, $1.50 fee, 100% ACH. 10 x 1.50 x 12 = $180 per year
  • 50 units. 50 x 1.50 x 12 = $900 per year
  • 200 units. 200 x 1.50 x 12 = $3,600 per year

That $3,600 is the equivalent of replacing a water heater every year in many markets, or funding meaningful preventive maintenance.

Scenario B. Percentage-based is the silent killer at higher rents

  • 200 units x $1,500 average rent x 0.8% = $24 per unit per month. Annual total: $57,600.

Now apply the Stripe-style cap nuance. If the fee is 0.8% capped at $5, each $1,500 payment hits the cap. $5, not $12. The annual cost becomes 200 x 5 x 12 = $12,000 per year. Still substantial, but dramatically different from an uncapped percentage. A reminder to read the fine print.

Scenario C. Adoption rates change the outcome

If only 70% pay via ACH (some still mail checks), your cost is multiplied by 0.7. For a 50-unit portfolio at $1.50 ACH fee: 50 x 0.70 x 1.50 x 12 = $630 per year.

What to do next. Track your effective ACH cost per door per month:

ACH dollars per door per month = Annual ACH Cost / units / 12

If it is above your platform's per-unit monthly software price, your "processing" is likely driving more cost than your "tooling."

Step 3: Understand Who Pays, and the Legal Constraints That Shape Your Fee Strategy

In practice, ACH fees are paid in one of three ways:

  • Landlord absorbs the fee as a cost of doing business (simplifies tenant experience).
  • Tenant pays a convenience fee for choosing a paid method (only if legal and properly disclosed).
  • Hybrid. Tenants pay for cards, landlord absorbs ACH, or tenants pay only for expedited options.

Disclaimer: State and local rules on requiring electronic payment and charging tenant fees vary widely and change. The examples below are illustrative, not a complete or current statement of the law where you operate. Before setting a fee-pass-through policy or restricting payment methods, consult a qualified local attorney.

Federal compliance backdrop

The Electronic Fund Transfer Act (EFTA) and Regulation E govern consumer electronic transfers and require proper authorization and error-resolution procedures. While these rules do not set your processing fee, they shape how you obtain consent and handle disputes. Both of which can create indirect costs if your process is messy. Staff time, rework, chargebacks, and claims.

State rules can limit your ability to require EFT or charge fees

Examples from public reporting:

  • New York. Landlords generally cannot require electronic payment exclusively and cannot charge fees for tenants who opt out of electronic payment systems under Section 235-g.
  • Illinois. Public Act 103-0132 bans mandatory EFT requirements in rental agreements (effective June 30, 2023).
  • Oregon. SB 1523 prohibits exclusive electronic payment requirements and mandates fee-free alternatives.
  • California. SB 611 permits convenience fees for electronic payments so long as landlords offer at least one fee-free payment method. Rules and proposals can evolve, so disclosure and flexibility matter.
  • Texas. Convenience fees can be permitted for optional electronic methods, but they should reflect additional processing cost rather than serve as a penalty.

What to do next (operationally)

  • Offer at least one fee-free payment channel (often check) where required, and document it in tenant instructions.
  • Put any optional payment fees in the lease and portal disclosures, not just in an email.
  • If you manage across states, build a fee-policy matrix by state. Allowed? Must offer fee-free alternative? Can you require EFT? When in doubt, confirm with local counsel.

Policy impact in practice

Example. A 100-unit portfolio charging tenants $2.50 per ACH might face pushback or restrictions in states that prohibit fee-charging for opting out or require a free method. Shifting to landlord-paid ACH could cost: 100 x 2.50 x 12 = $3,000 per year, but may reduce disputes and late payments.

Example. If your current system effectively forces tenants into a paid online method, your legal risk may outweigh the processing revenue.

Step 4: Compare Alternatives. ACH vs. Cards vs. Checks vs. Same-Day ACH (and Where "Free" Really Exists)

ACH is typically cheaper than cards. But not always cheaper than modern account-to-account options depending on your provider and how they price it.

Baseline cost context. NACHA has highlighted median ACH costs around $0.26 to $0.50, while checks can run $2.01 to $4 when you include handling and issuance costs. That is why digital rent collection is so attractive. But landlords do not always get median ACH pricing. They get whatever their platform negotiated and passed through.

Here is a practical comparison of common rent payment methods (typical patterns, verify your vendor schedule):

Method

Typical fee structure

Hidden costs to watch

ACH bank transfer

Flat fee ($1 to $2.50) or % (e.g., 0.8% capped at $5)

Return/NSF fees, reversals, extra charges for "instant," admin time

Credit/debit card

Usually % of rent (often around 2.9% plus a fixed fee)

Chargebacks, higher delinquencies if tenants float balances

Paper check

"No processing fee"

Staff time, lockbox trips, delayed funds, higher per-payment cost cited by NACHA

Same-day ACH

Often an add-on or higher fee (network supports it, pricing varies)

Tenants selecting "faster" options creates inconsistent costs

Zero-fee ACH portals

$0 to tenant or landlord (varies)

Cost may shift to platform subscription or premium modules; some platforms include it structurally

Numerical comparisons (rent = $1,500)

  • ACH flat $1.50. $1.50 per payment. $18 per year per unit.
  • ACH % capped at $5. Hits cap at $1,500. $60 per year per unit.
  • Paper check at $2.01 to $4 cost basis. $24.12 to $48 per year per unit (using NACHA cost range for business checks).

What to do next. Do not compare "ACH vs. card" in isolation. Compare your likely tenant mix. If 80% will pay ACH and 20% will insist on card, your blended cost matters more than the advertised "ACH price."

Step 5: Evaluate Total Cost of Ownership. A Simple Platform Cost Calculator You Can Trust

Processing fees are only one part of the cost. A platform can look "cheap" on the subscription but expensive on payments, or vice versa. Your goal is a single, comparable number. All-in cost per unit per month.

TCO calculator (simple version)

Annual TCO = (Monthly platform fee x 12) + (ACH fees x 12) + (card fees) + (bank fees) + (exception costs)

Then: TCO per unit per month = Annual TCO / units / 12

Scenario 1. 50 units, flat ACH fee vs. capped % fee

Assume 100% ACH, rent $1,500.

  • Flat $1.50 ACH. 50 x 1.50 x 12 = $900 per year
  • 0.8% capped at $5. 50 x 5 x 12 = $3,000 per year

Difference: $2,100 per year, before subscription costs.

Scenario 2. 200 units, mixed adoption and mixed methods

Assume 70% ACH, 30% checks. ACH fee $2.50 (a common portal example).

  • ACH transactions per year = 200 x 0.70 x 12 = 1,680
  • ACH fees per year = 1,680 x 2.50 = $4,200 per year

Now add check handling cost using $2.01 to $4 per check.

  • Checks per year = 200 x 0.30 x 12 = 720
  • Check cost per year = $1,447 to $2,880 per year

Total payment-collection cost basis: $5,647 to $7,080 per year, plus platform subscription.

Scenario 3. Zero-ACH-fee pricing vs. portal pricing

If your platform charges zero ACH transaction fees as a structural pricing choice (not as a promotional waiver), then at 200 units paying monthly, your raw ACH transaction cost is $0. The platform subscription becomes the comparable number.

This illustrates why it is worth understanding whether your platform is passing through true network economics, adding margin, or eliminating the fee entirely.

What to do next. Ask vendors for two numbers in writing.

  • Effective ACH cost per successful payment (including any platform markup)
  • Effective cost per failed payment (returns, reversals, retries)

Those two figures usually explain 80% of your real processing spend.

Step 6: Optimize and Negotiate. Reduce Fees Without Breaking the Tenant Experience

After you measure, you have leverage. Most portfolios can reduce rent-collection costs using a few operational tweaks.

A) Move from % pricing to flat pricing when rents are high (or eliminate it entirely)

If your rent is consistently above the threshold where a percentage fee hits its cap (for example, $625 at 0.8% to reach $5), then you are likely paying the max per payment under capped pricing. Flat pricing or zero-fee ACH can materially reduce cost.

Example. 100 units at $1,800 rent, capped $5. 100 x 5 x 12 = $6,000 per year. If you move to $1 flat: $1,200 per year (savings of $4,800). If you move to zero ACH fees: $0 per year (savings of $6,000).

B) Reduce exceptions (failed payments) through verification and automation

NACHA has emphasized rules and risk management enhancements, including fraud monitoring and Third-Party Sender responsibilities. In landlord terms: fewer bad bank accounts and fewer reversals reduce operational drag.

Example. If 2% of 2,400 annual payments fail (200 units x 12), that is 48 exceptions. Even 10 minutes of staff time each is 8 hours per year. At a $30 per hour loaded cost, that is $240 in labor, before any return fees.

C) Set policy. Landlord-paid ACH, tenant-paid card

Given tenant preference for online payments, absorbing ACH on the landlord side can increase on-time payment and reduce check handling. Many operations keep cards available (tenants who need rewards or float), but pass card fees to the tenant where lawful and disclosed.

D) Look for transparent pricing and automation features

Prioritize platforms that offer:

Even small pricing changes compound quickly when multiplied by transactions across a year. On a 200-unit portfolio, the difference between a capped-percentage fee and zero ACH fees is the difference between paying $12,000 in transaction fees and paying nothing at all.

ACH Fee Audit and Platform TCO Worksheet

Use this template to audit your current setup in 15 minutes.

1) Your portfolio basics

  • Units: ___
  • Average monthly rent: $___
  • % tenants paying online: ___% (benchmark: tenants prefer online at high rates, around 78%)
  • % paying by ACH vs. card vs. check: ACH ___% / Card ___% / Check ___%

2) Processing fees (from your vendor schedule)

  • ACH fee: Flat $___ per payment or % (cap $)
  • Return/NSF/reversal fee: $___
  • Same-day or expedite fee (if offered): $___
  • Card fee (if accepted): % + $

3) Annual cost calculations

  • ACH annual cost = units x ACH% x ACH fee x 12
  • % ACH annual cost = units x ACH% x average rent x % fee x 12 (apply cap)
  • Check annual handling cost estimate = units x check% x ($2.01 to $4) x 12

4) Platform TCO questions

  • Flat per-unit monthly platform price? $___ per unit per month
  • Are there added charges for extra bank accounts, accounting exports, additional users, or premium automation? ___
  • Is ACH "free" because the platform charges more elsewhere, or because zero ACH fees are structural to the platform's pricing? ___

Decision rule. Choose the option with the lowest all-in dollars per unit per month and the highest pricing transparency.

FAQ

Are ACH payments always cheaper than checks for rent collection?

Often yes, but it depends on your platform. NACHA has cited median ACH costs around $0.26 to $0.50, while checks can cost $2.01 to $4 when you include business issuance and handling. However, many rent portals charge $1 to $2.50 per ACH, which can erase some of ACH's natural advantage. The cheapest setup is a platform that does not charge ACH transaction fees at all, which preserves the underlying network economics rather than marking them up.

What is the difference between a flat ACH fee and a percentage ACH fee?

A flat fee charges the same amount per rent payment, for example $1 or $2.50, regardless of rent amount. Percentage pricing charges based on rent amount, for example 0.8% capped at $5. Percentage models can get expensive as rents rise, especially if the cap is frequently hit. On a $1,500 rent, a 0.8% fee capped at $5 hits the cap and costs $60 per year per unit. A flat $1.50 fee on the same rent costs $18 per year per unit.

Can I pass ACH or convenience fees to tenants?

Sometimes, but rules vary by state and must be disclosed. For example, New York restricts requiring electronic payments and prohibits fees tied to opting out. Illinois prohibits mandatory EFT provisions in leases. California allows convenience fees with a fee-free method available under SB 611. Always verify local rules with a qualified attorney and ensure your lease language and portal disclosures match. Getting this wrong creates legal exposure that can quickly outweigh whatever processing revenue you were trying to recover.

What is the simplest way to compare rent-collection platforms?

Compute total cost of ownership per unit per month. Add subscription fees, processing fees, and exception handling costs, then divide by units and months. If two platforms collect the same rent, the one with flat monthly per-unit pricing and no hidden fees is usually easier to forecast and manage, especially as your door count grows. A platform that charges zero ACH transaction fees as part of its base pricing is the simplest of all to forecast, because the processing line item is $0 and only the subscription matters.

What to Do Next

Run a one-month "fee truth" audit. Export your last 30 days of rent payments and calculate three things. Total ACH fees, total failed and returned payments, and staff time spent chasing exceptions. Then annualize it using transactions times fee times 12, and compare it against a platform built for cost clarity. Flat monthly per-unit pricing, no hidden fees, and automation (autopay, reminders, reconciliation) designed to cut manual work. If your annualized processing spend is larger than you expected, that is your signal to renegotiate or switch to a more transparent rent-collection system.

This is exactly the gap Shuk is built to close, and zero ACH transaction fees is one of the most direct ways Shuk gives landlords and property managers their margin back.

Shuk's online rent collection charges no ACH transaction fees, structurally, not as a promotional waiver. On a 200-unit portfolio collecting rent monthly through Shuk, the ACH line item is $0 per year. Compare that against the math above. Even at a relatively modest $1.50 flat ACH fee, the same portfolio would pay $3,600 per year on processing alone. At Stripe's 0.8% capped-at-$5 rate, $12,000 per year. At an uncapped percentage rate, far more. The savings compound every month, every year, across every unit.

Around rent collection, the same Shuk subscription gives you the rest of the workflow that makes rent collection actually work. Configurable late fees applied automatically, so you do not have to chase delinquencies one by one. Payment history tracked per tenant and per property, so you always know who paid and when. Payment requests for one-off charges (move-in costs, utilities, tenant-caused repairs) with attached notes and receipts. Centralized in-app messaging with email and push notifications, so payment reminders and late-fee notices stay documented. Schedule E-aligned expense organization. Payment and income reports you can filter by property, tenant, or date range and export to PDF or Excel. The Lease Indication Tool polls tenants monthly starting six months before lease end so you can intervene before turnover. Maintenance request tracking. Tenant screening through our partner. E-signature for leases through our Adobe-powered integration. And Year-Round Marketing.

At as low as $2.00 per unit per month with no setup fees, and with White Glove Onboarding included at no additional cost (where the Shuk team handles property setup, account preparation, and renter onboarding for you), Shuk is built so the processing line item never quietly eats your NOI. Shuk now supports third-party management with multi-user workflows and role-based access, so an entire property management team can operate from the same zero-ACH-fee structure.

Book a demo at shukrentals.com/book-a-demo to see how Shuk's online rent collection with zero ACH transaction fees, automated late fees, payment history tracking, payment requests, centralized in-app messaging, Schedule E-aligned expense organization, exportable payment and income reports, the Lease Indication Tool, maintenance request tracking, tenant screening, e-signature, and Year-Round Marketing work together so rent collection stops being a hidden cost center.

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