Lease Renewal Outreach and Vacancy Preventer

How It Works

When a lease enters your renewal window (configurable: 90/60/45/30 days out),

this recipe sends an intent survey: renew, undecided, or move out. Each response

triggers the appropriate workflow — renewal packet and signing reminders, a PM

call for the undecided, or a turnover checklist for move-outs. Churn-risk signals

(unresolved maintenance, late payments, complaints) are flagged for proactive

outreach.

What You Get

• Renewal outreach at configurable windows (90/60/45/30 days)
• Intent capture: renew / undecided / move out
• Renewal path: generate packet, schedule signing reminders
• Move-out path: trigger turnover checklist (inspection, marketing, showing prep)
• Undecided path: notify PM, schedule call, send final reminder
• Churn-risk signals: maintenance backlog, late payments, complaint history
• Owner-facing forecast: projected renewals vs. expected vacancies

Setup Steps

1. Connect your property management system, email/SMS, and document tools
2. Set renewal window start (default: 90 days)
3. Configure renewal terms and rent options (requires owner approval workflow if needed)
4. Define churn-risk signals and thresholds
5. Customize intent survey and renewal offer templates

Tips

• Start at 90 days — that gives time for negotiation and turnover prep if needed
• Surface churn-risk signals before sending the renewal offer (fix issues first)
• Route renewal terms through owner approval before sending to the resident
• For rent increases subject to local caps, apply jurisdiction rules automatically
• Tag "do not auto-offer" for residents with known life events; handle manually