Are you a landlord looking to keep your good tenants? One of the most important things you can do is reach out to them before their lease is up to see if they want to stay. This article will help you understand the best ways to approach this crucial conversation. We’ll delve into different scenarios, but at the heart of it all is a good “Sample Email Asking Tenants If They Want To Renew Lease”. Let’s get started!
Why a Well-Crafted Email Matters
Sending an email asking tenants to renew their lease is more than just a formality. It’s a chance to show them you care, to make sure they’re happy, and to secure a reliable tenant for the future. A clear and friendly email can make all the difference.
Here’s why it is important:
- It shows professionalism and that you are organized.
- It allows you to open the door for negotiation (if needed).
- It gives tenants enough time to think about their decision.
A poorly written email can have the opposite effect, making you seem disorganized or even uncaring. This can lead to good tenants deciding not to renew, costing you time and money. Sending out a renewal email is a win-win. Think about it! You want to retain good tenants because finding new ones is hard.
- Start the process early (at least 60 days before the lease expires).
- Keep it concise and easy to read.
- Include all the important details (new rent, lease terms, etc.).
You can also use a table to summarize the key information:
| Element | Example |
|---|---|
| Lease Expiration Date | June 30, 2024 |
| Proposed Rent | $1,500 per month |
| New Lease Term | 12 months |
Email Example: Initial Renewal Offer
Subject: Lease Renewal Offer – [Address of Property]
Dear [Tenant Name(s)],
We hope you’ve been enjoying your time at [Address of Property]! Your lease is set to expire on [Date of Expiration]. We’d love for you to consider renewing your lease for another term.
We are offering a lease renewal for [Number] months, starting on [Start Date of New Lease], at a monthly rent of $[Amount]. A copy of the new lease agreement is attached for your review. Please take some time to read through it carefully.
If you’re interested in renewing, please let us know by [Response Deadline]. If we don’t hear from you by the deadline, we’ll assume you are not interested in renewing.
Please feel free to contact us if you have any questions. We appreciate you as tenants!
Sincerely,
[Your Name/Property Management Company Name]
Email Example: Offering a Rent Increase
Subject: Lease Renewal Offer – [Address of Property]
Dear [Tenant Name(s)],
Thank you for being a valued tenant at [Address of Property]. Your lease is expiring on [Date of Expiration]. We would like to offer you the opportunity to renew for another [Number] months.
Based on current market conditions and the improvements we’ve made to the property, the new monthly rent will be $[New Rent Amount], effective [Start Date of New Lease]. A copy of the new lease reflecting this change is attached for your review. The rest of the lease terms will remain the same.
We value your tenancy and hope you’ll consider renewing. Please let us know by [Response Deadline] if you’re interested. We are open to answering your questions if you have any.
Best regards,
[Your Name/Property Management Company Name]
Email Example: Offering a Rent Increase with a Reason
Subject: Lease Renewal Offer – [Address of Property]
Dear [Tenant Name(s)],
We hope you’ve enjoyed living at [Address of Property]! Your current lease will expire on [Date of Expiration]. We’d like to offer you the chance to renew for another [Number] months.
We’ve made some recent improvements to the property, including [List Improvements, e.g., new landscaping, renovated the lobby]. Therefore, the new monthly rent will be $[New Rent Amount], starting on [Start Date of New Lease]. A copy of the new lease is attached, with the rent amount specified.
We want to keep you as a tenant, so please let us know your decision by [Response Deadline]. Feel free to contact us if you have any questions.
Thank you,
[Your Name/Property Management Company Name]
Email Example: Handling a Tenant’s Request for Repairs
Subject: Re: Lease Renewal – [Address of Property]
Dear [Tenant Name(s)],
Thank you for your interest in renewing your lease at [Address of Property]. We’ve received your questions/concerns regarding [Specific Repairs Needed].
We’re happy to address these concerns. We plan to [Explain how you will address the repair requests and timeline]. We believe the property is in excellent condition. The new monthly rent is $[Rent Amount], and the new lease term will be [Number] months, starting on [Start Date]. A copy of the renewed lease is attached.
We value your continued tenancy. Please review the lease and let us know by [Response Deadline] if you’d like to proceed.
Sincerely,
[Your Name/Property Management Company Name]
Email Example: Negotiating the Renewal Terms
Subject: Lease Renewal – [Address of Property]
Dear [Tenant Name(s)],
Thank you for expressing interest in renewing your lease at [Address of Property]. We’re glad you’re happy here!
Regarding your counter-offer for [Specific terms the tenant wants to negotiate, e.g., lower rent, shorter lease term], we are willing to [State your response to the tenant’s request, e.g., “lower the rent to $X per month” or “consider a 6-month lease”]. We value you as a tenant, and we want to find a solution that works for both of us.
A revised lease reflecting these terms is attached. Please review it and let us know your decision by [Response Deadline].
Best regards,
[Your Name/Property Management Company Name]
Email Example: Informing the Tenant of Non-Renewal
Subject: Non-Renewal of Lease – [Address of Property]
Dear [Tenant Name(s)],
This letter is to inform you that we will not be renewing your lease at [Address of Property] upon its expiration on [Date of Expiration].
[State the reason for non-renewal – e.g., “We have decided to [Sell the property/Make significant renovations/etc.]”. If a reason is not given (which is legal in many states), simply state the non-renewal.]
We appreciate your tenancy and ask that you vacate the premises on or before [Move-out Date]. Please review your lease for move-out instructions. We will be in contact soon regarding the move-out process.
Sincerely,
[Your Name/Property Management Company Name]
Email Example: Following Up After No Response
Subject: Following Up: Lease Renewal – [Address of Property]
Dear [Tenant Name(s)],
We hope this email finds you well. We’re following up on our previous email regarding the renewal of your lease at [Address of Property], which expires on [Date of Expiration].
We’d love to know your decision regarding the renewal as soon as possible. If you’re interested, please respond to this email or call us by [New Response Deadline]. If we don’t hear from you by then, we’ll assume you’ve decided not to renew.
Please let us know if you have any questions.
Thank you,
[Your Name/Property Management Company Name]
In conclusion, mastering the art of the “Sample Email Asking Tenants If They Want To Renew Lease” is vital for any landlord. By following these examples and tailoring them to your specific situation, you can increase your chances of keeping great tenants and maintaining a successful rental property business. Always be professional, communicate clearly, and be ready to work with your tenants to create a positive and lasting relationship. Good luck!