Real estate lease renewal process

The real estate lease renewal process is the end-to-end workflow for tracking expiring leases, starting renewal conversations, agreeing terms, and getting documents signed on time. It also distinguishes a renewal (new agreement) from an extension (same agreement, longer term). When run consistently, it reduces vacancy risk and gives teams a predictable calendar for outreach and decisions.

Most teams begin the real estate lease renewal process 90 to 120 days before the lease ends, then follow up as the deadline approaches. A practical cadence is an initial check-in, a terms proposal, and a final reminder, while leaving time to list the unit if the tenant declines. Always align notice timing with your lease terms and local regulations.

To improve renewal rates, use the real estate lease renewal process to spot renewals early, review market comps, and tailor the offer based on tenant history. Communicate clearly, explain any rent change, and make signing simple with digital documents. Small incentives like minor upgrades or flexible term options can work better than discounts because they signal value while protecting revenue.

Treat the real estate lease renewal process like a pipeline: track key dates, sent notices, responses, negotiation status, and final outcomes for every unit. Log each call, text, or email so anyone can pick up the thread without losing context. Include an escalation path for disputes, and pause automated nudges when a tenant is actively negotiating or has signed