General information, not legal advice. This template is a starting point. Laws differ by state and city, so have a licensed attorney review your final document before you use it.
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The short version
- Send the offer early enough that a rent change still meets your state's notice period, often 60 to 90 days before the lease ends.
- Show the current and new terms side by side so the tenant sees exactly what changes.
- Set a clear reply deadline and say what happens if the tenant does not answer.
- The letter is an offer. The renewal itself is the new lease or extension both sides sign.
What a lease renewal letter is
A lease renewal letter invites a tenant who is nearing the end of a fixed-term lease to stay for another term. It sets out the offer, including the length of the new term, the rent and any other changes, and asks for a decision by a set date. It turns the renewal into a clear, documented choice instead of a conversation that drifts until the last week.
When to send one
Send it to every tenant you would like to keep, ideally 60 to 90 days before the lease ends. Check your state’s rent increase notice period first: if the new rent needs 60 days of notice, the letter has to go out before that window. For tenants you do not plan to renew, use a non-renewal letter instead.
How to use the template
- Pull the current lease terms and fill in the left column of the offer table.
- Decide the new term, rent and any changes, and fill in the right column.
- Set a reply deadline at least two weeks out, and before any notice deadline for marketing the unit.
- Send it in a way you can prove, such as email with a saved copy, a portal message or mail.
- When the tenant accepts, send the renewal lease or extension for signature.
What to include
- The current lease end date.
- The proposed new term, start and end dates.
- The new rent and any changed charges or deposits.
- Any other lease changes, listed plainly.
- How and by when to reply.
- What happens if there is no reply.
- A reply section the tenant can sign and return.
Tips for better renewals
- Lead with the relationship. A short thank you and an easy reply path keep good tenants.
- Offer options. A 12 month term at one rent and a shorter term at a slightly higher rent gives tenants a choice and you a better answer rate.
- Fix the open repairs first. Tenants decide based on how the last year felt.
Common mistakes
- Sending too late, so a rent change cannot legally start on the renewal date.
- Hiding changes in a new lease without listing them in the letter.
- No deadline, which leaves you unsure whether to list the unit.
- Treating a verbal yes as done. Get the renewal signed.
Renewals in TenantLoop
Every lease in TenantLoop shows its end date and renewal status, so upcoming renewals are easy to spot. On Premium, the Lease Renewal agent picks up leases as they enter the renewal window, suggests offers in the rent stance you set, and drafts the renewal lease for your approval before it goes out for e-signature.
What is in the template
A letter that offers a current tenant a new lease term, states the new rent and any changed terms, and asks for a written answer by a deadline.
- Renewal offer
- How to accept
- Tenant reply
Read the whole lease renewal letter template
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General template, not legal advice. Have an attorney in your state review before use.
Before you send it.
How early should I send a renewal letter?
Two to three months before the lease ends works for most rentals. It leaves time for the tenant to decide, for you to market the unit if they leave, and for any rent change notice your state requires.
Is a renewal letter a binding contract?
On its own it is an offer. Once the tenant accepts, sign a renewal lease or a lease extension addendum so the new term and rent are clear and enforceable.
Can I raise the rent in a renewal offer?
Usually yes, at the end of a fixed term, as long as you meet the state notice period and any local rent caps. Rent controlled units may limit the amount and timing.
What if the tenant never replies?
Follow up once in writing. If the deadline passes, the lease ends on its end date or rolls to month to month, depending on your lease and state law, so plan for both.