Lease Renewal Offer: Send Terms and Track Tenant Replies

When a lease is coming to an end, a written renewal offer tells the tenant exactly what you're proposing and asks for a clear answer. Sending offers on a plan, and logging each reply, keeps you from finding out at the last minute whether a unit will be empty. This guide covers the renewal process; if your main question is how to word a rent change, see how to write a rent increase letter.

Check the lease and the law first

• Your lease: read what it says about the end date, renewal, what happens if nobody acts (for example, whether it continues month-to-month) and how notices must be given.
• Local rules: notice periods, rules on changing rent or terms at renewal, required wording and delivery methods vary by state and city, and they change. Check your state and local law, or ask a qualified attorney, before you send anything.

Good starting points: HUD's State Information pages, USAGov's list of state attorneys general, and USAGov's page on how to file a complaint against a landlord, which also points to state tenant resources.

Plan your timing

• List every lease with its end date in one place, such as your rent tracker or a calendar.
• For each lease, work back from the end date: any notice period your lease or local law requires, plus time for the tenant to decide and for you to plan if they leave.
• Set a reminder to send each offer, and a second one for the reply-by date.

What to include in the offer

• Date, tenant name(s), property and unit, and the date the current lease ends
• The new lease term (for example 12 months, 6 months or month-to-month) and the new start date
• The monthly rent for the new term, next to the current rent
• Any change to the security deposit
• Any other changes, listed clearly, and a line saying the other terms stay the same
• A reply-by date and how to reply
• What the tenant should do if they don't plan to renew
• Signature lines for you and the tenant

Offering renewal terms

Keep the offer short and specific so the tenant can answer it in one step. Give the tenant real choices where you can (for example, more than one term length) and say clearly which terms are changing. Use the same process and the same kind of offer for every tenant, and keep the tone friendly and factual.

Tracking responses

• Keep a simple log for each unit: date sent, how it was delivered, reply-by date, response and date received.
• Give tenants three clear options: accept, discuss, or will not renew.
• If there is no reply by the reply-by date, follow up in writing and note the date.
• Once terms are agreed, get the signed offer or new lease, keep a copy, and update your rent ledger on the new start date.
• If the tenant won't renew, start your move-out steps; see the move-in/out inspection guide.

Example renewal offer and response log

Example only. The names are fictional, the details are placeholders, and the wording may not meet your state or city's requirements.

A printable lease renewal offer

The Lease Renewal Offer form in the Small Landlord Kit PRO is a one-page form with fields for the date, tenant name(s), property and unit, and current lease end date; a new lease term (12 months, 6 months, month-to-month or other) and new start date; monthly rent with the current rent alongside; security deposit change; other changes; a reply-by date; a tenant response section (accept, would like to discuss, will not renew); and landlord and tenant signature lines. It comes in US Letter and A4.

Related: how to write a rent increase letter and how to keep a rent ledger.

Not legal advice. This is general information. Notice periods, rules on renewals and rent changes, required wording and delivery methods vary by state and city and change over time. Check your lease and your state and local law, or ask a qualified attorney.

The Lease Renewal Offer is also in the Landlord Complete Bundle ($34).