Why 90 Days Matters
Starting renewal outreach 90 days before lease end gives you time to learn tenant intent, negotiate calmly, and market the unit if needed before you are scrambling at Day 30.
The financial stakes are real. Industry data shows average turnover costs around $4,000 per unit (make-ready, admin, marketing), and vacancies commonly last about 34 days, with lost rent alone exceeding $2,000 in a typical window.
Note: This article provides general education about lease renewal workflows, not legal advice. Notice periods, renewal requirements, and disclosure obligations vary by state and municipality.
Your goal: turn renewals into a repeatable 90-day workflow.
Week-by-Week Playbook: Day 90 to Day 7
Day 90. Pull rent comps, review payment history, plan renewal terms.
Day 75. Send a friendly "planning" message and run a renewal poll. Shuk's Lease Indication Tool (LIT) provides early renewal intelligence starting six months before lease end, so by Day 75 you already have context on tenant intent.
Day 60. Send written renewal offer with clear options and decision deadline.
Day 45. If "yes," send renewal addendum for e-signature through Shuk's Adobe-powered integration. If "no," schedule pre-move-out inspection and draft listing.
Day 30. If leaving, start marketing with Year-Round Marketing. Confirm move-out procedures in writing.
Day 14. Confirm utilities, keys, cleaning expectations; set inspection date/time.
Day 7. Reconfirm move-out schedule, forwarding address request, deposit timeline per state rules.
Renewal-Offer Letter Template
"Hi [Tenant Name], I am reaching out because your current lease for [Address] ends on [End Date]. I would love to have you stay. Your renewal options: 1) 12-month renewal: New rent $[Amount] starting [Start Date]. 2) 18-month renewal: New rent $[Amount] starting [Start Date]. 3) Early renewal incentive (if signed by [Deadline Date]): $[Amount] off monthly rent (or one-time credit of $[Amount]). Decision deadline: Please confirm your choice by [Decision Date]. If you renew, I will send a renewal addendum for e-signature. If you plan to move, I will send a simple move-out checklist."
Vacancy vs. Concession Math
Current rent: $2,000/month. A 3% concession to get an early renewal: $60/month. Concession cost over 12 months: $720. Compare to a one-month vacancy: lost rent $2,000 plus typical turnover costs roughly $4,000 equals roughly $6,000. A 2% to 3% concession is often far less expensive than vacancy plus turnover.
Document the Process
Renewals are a compliance event. Use a renewal addendum for small changes. Re-issue required disclosures as applicable, including lead-based paint disclosures for pre-1978 housing. Keep signatures ESIGN/UETA-compliant. Keep all renewal messages, deadlines, and attachments in centralized in-app messaging so you can show a consistent, non-discriminatory process.
Frequently Asked Questions
How far in advance should I start the renewal process?
90 days is the practical sweet spot for most small landlords. It is early enough to learn tenant intent, run numbers, and deliver compliant notice, but not so early that tenants feel pressured.
Should I offer a renewal incentive?
If the incentive costs less than vacancy plus turnover (often $4,000 or more), it is usually rational. Tie incentives to a deadline and a term so you are not paying for something the tenant would have done anyway.
What if the tenant is undecided?
Use a two-deadline structure: soft deadline at Day 60 ("Can you share your best guess?") and hard deadline at Day 45 ("I need a final decision by this date so I can plan").
