Lease Renewal Early Warning
Prevent vacancy by starting renewals early and tracking intent
Vacancy is expensive. This recipe starts renewal outreach 90–60 days out, captures tenant intent (renew / unsure / move out), and triggers the right workflow for each outcome — including churn-risk signals from maintenance history and payment patterns.
INGREDIENTS
PROMPT
Create an OpenClaw recipe that manages lease renewals proactively: - Start outreach at configurable window (default: 90 days before lease end) - Send intent survey: renew / undecided / move out - Renew: generate renewal packet, schedule signing reminders - Move out: trigger turnover checklist - Undecided: notify PM, schedule call, final reminder - Flag churn-risk signals: unresolved maintenance, late payments, complaints - Generate owner-facing renewal vs. vacancy forecast SMS: "Your lease ends {{lease_end}}. Do you plan to renew? Reply: 1=Renew, 2=Not sure, 3=Move out." My PM system is: [AppFolio / Buildium / other]
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
- Connect your property management system, email/SMS, and document tools
- Set renewal window start (default: 90 days)
- Configure renewal terms and rent options (requires owner approval workflow if needed)
- Define churn-risk signals and thresholds
- 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