A lease renewal timeline that works, at 120, 90, 60 and 30 days

Lease renewals look simple: the lease ends, you offer a new one, the tenant signs. In practice, renewals are where many landlords lose good tenants, miss legal notice deadlines or end up with a vacancy they could have avoided.

The fix is a timeline. When you start early and follow the same steps every time, you have room to price thoughtfully, negotiate calmly and market the unit if the tenant decides to leave. Here is a timeline that works for most residential leases.

Why timing matters

Three things depend on starting early:

• Legal notice. Many states and cities require a minimum notice period before a rent increase or non-renewal takes effect, and longer notice for larger increases.
• Tenant planning. Tenants who are thinking about moving start looking two to three months ahead. If your offer arrives late, they may have already found another place.
• Your fallback plan. If the tenant leaves, you need time to schedule turnover work and pre-lease the unit.

120 days out: plan and price

Four months before lease end, review the tenancy and decide what to offer.

1. Check payment history, maintenance requests and any lease violations.
2. Research current market rent for comparable units.
3. Estimate the cost of turnover: vacancy days, cleaning, paint, repairs, marketing and screening.
4. Check rent control limits and notice requirements for your location.
5. Decide whether to offer a renewal, and on what terms.

If you plan not to renew, confirm the notice you must give and whether your jurisdiction requires a reason. Some cities and states have just cause rules that limit non-renewals.

90 days out: send the offer

Send a written renewal offer about three months before the lease ends, or earlier if your required notice period is longer. Include:

• The new rent and the date it starts
• Lease term options, such as 12 months and a shorter term at a slightly higher rate
• Any changes to lease terms or policies
• A response deadline, often 30 days
• How to accept, ask questions or propose changes

Keep the tone warm. A short note thanking the tenant for being a good resident goes a long way.

60 days out: follow up and negotiate

If you have not heard back, follow up by email, text or the tenant portal. Many tenants mean to respond and simply forget.

This is also when counteroffers arrive. Handle them with a consistent framework rather than case by case.

Pricing renewal offers

Renewal pricing is a balance. Raising rent to full market rate maximizes income on paper, but a vacancy can wipe out a year of increases. A quick example with hypothetical numbers:

Scenario	Monthly rent	Annual rent	Turnover cost	First year result
Tenant renews at a modest increase	$1,850	$22,200	$0	$22,200
Tenant leaves, new tenant at market	$1,950	$21,450 (one month vacant)	$1,500	$19,950

In this illustration, the modest increase comes out ahead in the first year, even though the market rent is higher. Your own numbers will differ, so run them for each renewal. Always stay within any rent control limits, such as those covered in our page on California rent control laws.

Handling counteroffers

Decide your rules before tenants ask. A simple approach:

1. Know your floor. Set the lowest rent you will accept, based on your turnover math.
2. Offer trades, not just discounts. A longer lease term, autopay enrollment or a later start for a minor upgrade can be worth more than a lower rent.
3. Respond in writing within a few days. Long delays create uncertainty for both sides.
4. Be consistent. Apply the same framework to every tenant so decisions are fair and defensible.

30 days out: finalize

By 30 days before lease end, you should know the outcome.

• If the tenant renews: send the renewal agreement for eSignature, update rent in your system and confirm autopay amounts.
• If the tenant leaves: confirm the move-out date in writing, send move-out instructions, schedule the move-out inspection and start marketing.
• If you have no answer: check your lease and local law. Many leases convert to month-to-month at the end of the term; others simply end. Send a final written notice explaining what happens next.

Notice rules vary by state

Notice requirements are one of the most common renewal mistakes. A few examples show the range. California generally requires 30 days of notice for rent increases of 10% or less and 90 days for larger increases, and its statewide rent cap applies to many properties. Oregon generally requires 90 days of notice for rent increases. Texas has no statewide rent control, so lease terms usually govern notice.

These rules change, and cities can add their own. Check current law before every renewal cycle, and ask an attorney if you are unsure. Our Texas landlord tenant rights page is a useful starting point for Texas properties.

Tip: Put every lease expiration on a calendar with reminders at 120, 90, 60 and 30 days. TenantLoop leasing tracks expirations automatically, and the Lease Renewal agent can handle outreach and follow-up so no renewal slips through.

For more ways to keep tenants happy between renewals, see our post on tenant retention.