Every lease has an end date, and it was known on the day it was signed. Renewal season only feels sudden when the dates live in a spreadsheet that nobody opens until the month before.
Ninety days out
- List every lease that expires in the next ninety days, by building.
- For each, note the current terms, any open requests and the tenant's payment history.
- Decide which renewals need a conversation and which can be a straightforward offer.
Sixty days out
- Send renewal communication with the proposed terms. Keep it with the lease record so the next person can see it.
- Flag tenants who have not responded within two weeks.
- Resolve open maintenance requests before the renewal conversation starts.
Thirty days out
- Confirm signed renewals and update the unit's availability.
- For non-renewals, start the move-out process and list the unit for leasing.
- Send any changed terms to finance through the lease record instead of by email.
Why the record matters
None of these steps is difficult on its own. The hard part is doing them for two hundred leases at once while the phone rings. When the lease, the tenant's requests and the renewal conversation sit on one record, the expiry list comes straight from that record, and reminders arrive with the work instead of living in a separate task.
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