A lease-renewal workflow from reminder to recorded decision

A late renewal is not merely a calendar problem. Information is usually split across the lease, property manager, finance team, and tenant, while nobody can confirm whether pricing was approved or an offer was sent. Use one workflow that starts 120 days before expiry and exposes the next action.

Between 120 and 90 days, review the lease record, payment history, unit condition, and market context, then form an initial recommendation: renew, negotiate, or do not renew under policy. Resolve missing data early; a wrong phone number or unclear clause becomes expensive when the deadline is close.

Between 90 and 60 days, approve the price and terms, then send a documented offer with a response date. Record each change and why it was accepted. Do not depend on a private conversation that the team cannot see; decision history protects the relationship and prevents conflicting versions.

Inside the final 60 days, separate the signing path from the move-out path. Renewal needs a final agreement, payment schedule, and updated system record. Move-out needs inspection, handover, and settlement dates. Leaving the lease “in follow-up” hides a decision that has not been made.

Review leases with no decision or next action every week—not only expired contracts. A useful measure is the share reaching each stage on time. Once the workflow is stable, the team can improve pricing and service instead of chasing dates.