It's the first of the month and you realize the lease on Apt 3 ends in three weeks. Now you're scrambling: do they want to stay? Are you raising the rent? Will you be advertising the unit or not? A renewal reminder sent on time turns that scramble into a quiet, scheduled conversation.
When to send it
Send your reminder 60-90 days before the lease end date. That window gives the tenant time to decide and gives you time to act on their answer.
If they're leaving, 60-90 days is enough runway to clean, photograph, list the unit, and screen a new tenant before the current one moves out. If they're staying, you have time to sign the renewal without anyone slipping onto a month-to-month by accident. Many places also require 30-60 days' notice to change terms, so an early reminder keeps you on the right side of that.
What a good reminder contains
Keep it short and factual. The tenant should be able to read it once and know exactly what's changing and what to do next. A good reminder spells out:
- The current rent and the new rent, stated plainly (even if nothing is changing, say so).
- The proposed term: another 12 months, 6 months, or month-to-month.
- The lease end date so there's no ambiguity about what they're renewing from.
- A deadline to respond, with a clear date.
- How to confirm: reply here, sign the new lease, whatever the next step is.
- What happens if you don't hear back (for example, the unit goes back on the market).
Get the tone right
A renewal is a good moment, not a confrontation. A tenant who pays on time and takes care of the place is worth keeping, and the reminder should read that way: friendly, clear, and respectful of their time.
Avoid burying a rent increase in vague language. If rent is going up, say the number and the reason in one sentence, then move on. People accept straight talk far better than a surprise on the lease they're asked to sign.
A short template you can copy
Hi [Name], your lease at [Unit] ends on [date]. We'd love to have you stay. We're offering a new 12-month term at [new rent]/month (currently [current rent]/month). If you'd like to renew, please reply by [deadline] and we'll send the lease to sign. If we don't hear from you by then, we'll assume you're moving out and will start preparing the unit. Thanks, [Your name].
How Unitly helps
Unitly keeps every lease's start date, end date, and rent on the record, and your dashboard surfaces leases expiring soon so the date never sneaks up on you. You can message the tenant in the unit's thread, so the reminder and their reply live with the lease instead of getting lost in your phone.
Up to five active units are free, which is enough to put your whole portfolio's renewal dates in one place and let the nudges do the remembering for you.