Lease Renewal Goals

• Confirm the tenant is properly caring for the property. If they’re borderline, we coach them on expectations. If they’re causing damage, we non-renew and replace them with a tenant who will care for the home.

• Identify maintenance issues that need to be resolved.

• Send non-mandatory items to you for approval (like pressure washing or adding mulch/bark).

• Re-evaluate market rent.

HOW WE DO THIS

Step 1: Property Inspection (4 months before lease expiration)

We visit the property and complete:

1. Tenant evaluation

2. Maintenance inspection

3. Market analysis

4. Set renewal rent

Step 2: Owner Communication (3.5 months before expiration)

We email you that we are processing the renewal and include:

• Current rent amount

• Proposed renewal rent amount

• A link for you to override our assessment

Step 3: Deliver Lease Renewal (3 months before lease expiration)

We publish the renewal in AppFolio so tenants can click to sign. They have until 2 months before lease expiration to sign. If they don’t, we charge a late signing fee to keep the system flowing—otherwise, many tenants simply don’t sign, which creates unnecessary work.

Step 4: Countersign & Processing

• AppFolio stores the signed lease so you don’t have to.

• If you need a copy, request it through the Online Forms.

Frequently Asked Questions

How do you decide whether to change the rent (raise or keep it the same)?

We look at current rental inventory, market rent trends, the property’s condition and finishes, nearby homes and neighborhood appeal, and the estimated cost of turnover or a remodel if the tenant moves.

Can I approve or change the rent before it goes to the tenant?

Yes. If you want to override our recommendation, use the link in the renewal email to submit your preferred rent. If we don’t hear back within the stated window, the renewal proceeds automatically.

What if the inspection finds issues—who pays?

We separate tenant-caused damage / lease violations (tenant responsibility, handled per the lease) from normal wear-and-tear and maintenance (owner responsibility). Non-mandatory improvements are sent to you for approval.

What if the tenant is good, but the home needs work?

We’ll flag needed repairs and any optional improvements. You can choose to complete improvements now, defer them, or plan them for turnover—each option affects rent strategy.

How do you handle renewals when the tenant is borderline?

We document expectations, coach the tenant on required standards, and follow up. If the behavior doesn’t improve—or there’s damage or serious issues—we recommend non-renewal.

Can I choose not to renew even if the tenant is fine?

Yes. We can send a 60+ day Notice to Vacate and coordinate the timeline so you stay compliant and minimize vacancy risk.

What happens if the tenant doesn’t sign by the deadline?

If they don’t sign by the deadline and don’t submit a move-out notice, a late signing fee applies to keep the renewal process moving. If they still don’t sign by lease expiration, the lease converts to month-to-month with an additional fee. At that point, we determine whether to allow month-to-month or increase the rent for the month-to-month term.

Are we required to offer a renewal?

No. We can send a 60+ day Notice to Vacate and are not obligated to provide a reason. That said, our standard practice is to offer renewals unless the tenant is behind on rent, causing damage, keeping the home unclean, or is difficult to work with.

What if the tenant wants a shorter or longer lease term?

We can offer different lease terms up to a maximum of 1 year. Many areas require leases longer than 1 year to be drafted by an attorney. To help you avoid that expense, we limit renewal terms to 12 months or less. We may also offer a month-to-month option, but there is a fee to discourage tenants from selecting it.