Are you one of those property managers who get anxious when it’s time to send out lease renewal emails to tenants? Do you find it hard to craft a well-written and convincing email that will encourage tenants to renew their lease? If you answered yes to any of these questions, then this article is for you.
We understand that, as property managers, you have many responsibilities on your plate. Writing lease renewal emails to tenants can be time-consuming and stressful. That’s why we’ve got you covered. In this article, we’re going to share with you some lease renewal email samples that you can use as a template or edit as needed.
Our lease renewal email samples cover different scenarios, from reminding tenants about their upcoming lease renewal to offering incentives for early renewal. We’ve made sure to include all the essential elements that make an effective lease renewal email – a personal greeting, a reminder of the lease expiration date, the benefits of renewing the lease, and a clear call-to-action.
So whether you’re a seasoned property manager or just starting out, our lease renewal email samples will help you save time and write compelling emails your tenants will appreciate. Read on to discover examples that you can tailor to your specific needs.
The Best Structure for Lease Renewal Email Sample
When it comes to renewing a lease, it’s important to get the structure of your email just right. You want to make sure that it’s clear, concise and gets your point across effectively. Here are some tips for the best structure for a lease renewal email:
1. Start with a friendly opening
Begin by greeting your tenant with a warm and friendly opening. This could be something as simple as “Hi, [tenant name]” or “Dear [tenant name]”. The opening should establish a positive tone for the rest of the email.
2. Remind the tenant about the expiration of their lease
It’s a good idea to remind your tenant that their lease will be expiring soon. This will ensure that they are aware of the upcoming deadline and will prompt them to take action if they wish to renew. You could say something like, “I wanted to remind you that your lease will be expiring on [date].”
3. Highlight any changes or updates to the lease agreement
If there have been any changes or updates to the lease agreement, make sure to highlight them in your email. This will ensure that your tenant is aware of any new terms or conditions that may have been added. Be sure to explain the changes clearly so that there is no confusion or misunderstandings.
4. Offer renewal options
Make sure to offer your tenants renewal options that suit their needs. This could include a renewal for the same term length at the same rate or a renewal with a different term length and rate. Be sure to outline all of the options available to them so that they can make an informed decision.
5. Provide clear instructions for renewal
In order to make the renewal process as easy as possible, provide clear instructions for your tenant to follow. This could include instructions for signing a new lease agreement, submitting payment for the new lease term, and any other necessary steps. Make sure to outline the steps clearly and concisely in order to avoid any confusion.
6. Close on a positive note
End your email on a positive note by thanking your tenant for their continued tenancy and expressing your hope that they will choose to renew. This will reinforce a positive relationship with your tenant and make them feel appreciated.
In conclusion, the best structure for a lease renewal email includes a friendly opening, a reminder of the lease expiration, a highlight of any changes or updates to the lease agreement, renewal options, clear instructions for renewal, and a positive closing note.
Lease Renewal Email Samples
Extension of Rental Agreement
Dear [Landlord’s name],
I hope this email finds you well. I am writing to request an extension of my rental agreement for another year. I have been thoroughly satisfied with my stay at the property and would like to continue for another year.
The unit meets my needs exceptionally well and it has been a pleasure living here. As a responsible tenant, I have always paid my rent on time and taken good care of the property. I am happy to provide any additional documentation you may need to process the lease renewal.
Thank you for your attention to this matter. I look forward to continuing my tenancy at this property.
Sincerely,
[Your name]
Request to Lower Rent Increase
Dear [Landlord’s name],
I appreciate the opportunity I have had staying with you for the past few years. As my lease comes to an end, I would like to request a lower rent increase. While I do understand the necessity of an increase due to inflation, a sudden increase this year would be a burden to my current budget.
I am willing to pay a slight increase but want to ensure that my monthly expenses do not put me in a tight spot. The condition of the property is still excellent and I intend to continue with my responsible tenancy. I would appreciate your kind consideration in this matter.
Thank you for your time and attention.
Sincerely,
[Your name]
Early Renewal for Discounted Rent
Dear [Landlord’s name],
I hope this email finds you in good health. I am reaching out to request an early renewal of my lease for the coming year. I have been extremely satisfied with the property and can assure you that I intend to continue taking good care of it.
In appreciation of my tenancy, I would like to request that you adjust the rent amount for the next year to be slightly lower than the current rate. I understand that early renewals are beneficial for both parties involved and hope we can come to an agreement on this matter.
Thank you for your attention to this matter, and I look forward to continuing my stay on the premise.
Sincerely,
[Your name]
Renewal with Minor Maintenance Changes
Dear [Landlord’s name],
I hope this email finds you well. I am writing to request a minor maintenance change for my lease renewal agreement. Currently, the property’s bathroom fixtures are corroded and require a simple replacement.
I am willing to carry the cost of the fixtures and the labor. However, before making the changes, I wanted to ensure that there would be no untoward liability issues and that the changes would not affect my eligibility for lease renewal. It is essential for me to take this step because it will help me renew my lease agreement without worries.
Thank you for your kind consideration of my request, and I look forward to renewing my lease agreement and continuing a positive and pleasant relationship with you.
Sincerely,
[Your name]
Payment Options for Lease Renewal
Dear [Landlord’s name],
I hope that this email finds you doing well. With my current lease agreement coming to an end soon, I wanted to discuss some rental payment options for the upcoming year. With changes in my work schedule, it will be more convenient and conducive to pay rent on a bi-weekly basis rather than in monthly installments.
I hope that we can arrange an agreeable payment plan that works well for us both. Please let me know if this is an available option and if there are any other prerequisites involved. I am happy to provide any additional information that you may need to process the lease renewal.
Thank you for your kind consideration, and I look forward to hearing back from you soon.
Best regards,
[Your Name]
Requests for Rental Property Add-ons
Dear [Landlord’s name],
I hope this message finds you well. As I approach the close of my lease agreement, I wanted to inquire about some add-ons to the property that I feel may improve the overall condition of my stay.
I would be grateful if you could consider adding features like a washing machine and dryer to the unit. The current amenities have been adequate, however, these added features would make the property a more comfortable place for me and allow me to do laundry at my convenience.
Please let me know if there is any additional information required or if there are any steps to be taken in making these changes. I appreciate the opportunity to call this property my home and am eager to continue my stay for the next year.
Thank you for your attention and time.
Sincerely,
[Your name]
Lease Renewal for Additional Tenant
Dear [Landlord’s name],
I hope this email finds you well. I would like to request an extension of my lease agreement for another year, with the inclusion of an additional tenant.
As my family grows, we have decided that it is optimal for another family member to reside with us. The unit is spacious and accommodating, and I believe it would be a comfortable place for them to stay.
I am willing to provide any additional documentation or complete any processes necessary to accommodate the change. Thank you for your kind attention to this matter.
Sincerely,
[Your name]
Tips for Writing an Effective Lease Renewal Email
Renewing a lease can be a great opportunity to continue your relationship with a trusted tenant and secure reliable income for your property. However, getting tenants to renew can be a challenge. One of the most effective ways to encourage lease renewals is by sending an email. Here are some tips for crafting an effective lease renewal email:
Make the email personal
Personalization is key when it comes to convincing tenants to renew their lease. Begin by addressing the tenant by name, and mention specific details about their tenancy, such as how long they’ve lived in the property or if they’ve been a reliable tenant. Use language that makes the tenant feel valued and appreciated, and end by inviting them to renew their lease.
Sell the benefits of renewing
Your email should also highlight the benefits of renewing. This can include any incentives you’re offering, such as a rent discount or waived fees. You should also emphasize the convenience and security of renewing, as well as the benefits of staying in the property for the long term. Use persuasive language to make the tenant feel excited about the idea of continuing their tenancy with you.
Be clear about the renewal process
Your email should clearly explain the renewal process, including any forms the tenant needs to fill out and the deadline for renewing. Make the process as simple and straightforward as possible to encourage tenants to renew quickly. You should also provide contact information for any questions the tenant may have about the renewal process.
Add a call-to-action
Your email should end with a clear call-to-action that encourages the tenant to renew. This can be as simple as saying “Please renew your lease today,” or something more creative like “Don’t miss out on the benefits of continued tenancy – renew today!” Make sure the call-to-action is attention-grabbing and motivates the tenant to take action.
Follow up
If the tenant doesn’t respond to your initial email, it’s important to follow up. Send a polite reminder email a few days before the renewal deadline, and let the tenant know that you’re happy to answer any questions or concerns they may have. This shows the tenant that you’re invested in their tenancy and makes them more likely to renew.
Lease Renewal Email Sample FAQs
What is a lease renewal email sample?
A lease renewal email sample is a pre-written email that you can customize and send to your tenant as a reminder that their lease is expiring soon and needs to be renewed.
What should be included in a lease renewal email?
A lease renewal email should include the expiration date of the current lease, the rent amount, the details of any changes to the lease terms, and the deadline for renewing the lease.
When should I send a lease renewal email?
You should send a lease renewal email to your tenant at least 60 days before the current lease expires, so they have enough time to review and decide whether to renew the lease.
Is it mandatory to renew a lease?
No, it is not mandatory to renew a lease. It is up to the tenant to decide whether they want to renew their lease or move out.
Can I increase the rent when renewing a lease?
Yes, you can increase the rent when renewing a lease. However, you must give your tenant sufficient notice and comply with any applicable laws and regulations.
Can I change the lease terms when renewing a lease?
Yes, you can change the lease terms when renewing a lease. However, you must discuss any changes with your tenant and get their agreement before making them.
What if my tenant does not reply to my lease renewal email?
If your tenant does not reply to your lease renewal email, you can send them a follow-up email or contact them by phone to remind them to renew their lease. If they still do not respond, you may need to take legal action or find a new tenant.
What if my tenant decides not to renew their lease?
If your tenant decides not to renew their lease, you should arrange for a move-out inspection and return their security deposit within the time frame stipulated by law.
What if I want to terminate the lease instead of renewing it?
If you want to terminate the lease instead of renewing it, you must follow the procedures set out in the lease agreement and any applicable laws and regulations. You should also give your tenant sufficient notice and explain your reasons for terminating the lease.
What if there are disputes or issues with the lease renewal?
If there are disputes or issues with the lease renewal, you should try to resolve them through negotiation or mediation. If this is not possible, you may need to seek legal advice or take legal action to enforce your rights and obligations under the lease agreement.
Cheers!
That’s it! You’ve reached the end of this article about a lease renewal email sample. We hope that it was useful and insightful to you, and that you’re now better equipped to write a convincing lease renewal message to your tenants. Remember to keep your tone friendly, your language clear and concise, and your message personalized. Thanks for stopping by, and be sure to visit this blog again for more tips and tricks on how to be an awesome landlord!