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Lease Renewal Request Template

Take the guesswork out of lease renewals. This form lets tenants confirm they want to renew, select their preferred lease length, flag any changes they'd like to discuss, and disclose new occupants — all before you draft the new lease agreement.

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The starting point

About this template

Lease renewals are one of the highest-leverage moments in property management. Retaining an existing tenant costs a fraction of what it takes to find, screen, and onboard a new one — and vacancy periods mean lost revenue on top of turnover costs. Yet many landlords and property managers handle renewals reactively, reaching out only after a tenant has already decided to leave. A proactive renewal request process flips this dynamic.

More about this template

Sending a renewal request form 60 to 90 days before lease end signals to the tenant that you value their continued tenancy. It gives you advance notice of move-outs, time to negotiate terms if needed, and early warning of any issues — like a pet the tenant has been keeping quietly — that need to be addressed in the new lease. The form also collects intent in a structured, documented format, rather than relying on a text or verbal conversation that may be misunderstood.

formformform makes it easy to build the renewal request form once and send the same link to every tenant approaching their lease end. Whether you manage three units or three hundred, the process is identical — and every response lands in your dashboard with the tenant's full contact info, current lease end date, and renewal preference captured in one place.

11 fields to make your own10 required in this starting form

Make it fit your workflow.

Use your own copy to change labels, remove questions and add the details you need. Try the preview alongside this guide to see what respondents will be asked.

Use this template
The questions, explained

Fields in this template

Review the starting questions and choices. You can change them in your own copy.

  • Short answerRequired

    Tenant Full Name

    Jane Smith

  • Email addressRequired

    Tenant Email Address

    jane@email.com

  • Phone numberRequired

    Phone Number

    (555) 123-4567

  • Short answerRequired

    Unit Number

    4B

  • Short answerRequired

    Property Address

    123 Main St, Springfield, IL 62701

  • DateRequired

    Current Lease End Date

  • Single choiceRequired

    Do you wish to renew your lease?

    2 choices
    • Yes — I would like to renew
    • No — I will be moving out
  • DropdownRequired

    Desired Lease Length

    5 choices
    • Month-to-month
    • 6 months
    • 12 months
    • 18 months
    • 24 months
  • Single choiceRequired

    Are you requesting any changes to your current lease terms?

    2 choices
    • No — renew on the same terms
    • Yes — I have requested changes below
  • Long answerOptional

    Requested Changes (if any)

    Describe any changes to lease terms you would like to discuss, such as pet policy, parking, rent adjustments, or other modifications.

  • Single choiceRequired

    Will any new occupants be added to the lease?

    2 choices
    • No additional occupants
    • Yes — I would like to add an occupant
Where it fits

Who uses this template

Suggested uses, and why this starting point can help. Adapt the questions to your own process.

Property managers

Replace scattered requests with a consistent starting point. The answers help you understand the work, identify gaps and prepare a follow-up. Review “Unit Number” in particular and adapt it to the detail you need.

Landlords

Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Current Lease End Date” in particular and adapt it to the detail you need.

Apartment leasing offices

Leasing offices send this form with renewal offer details so tenants can accept, decline, or negotiate terms before their current lease expires.

Multi-family housing operators

Extended-stay operators collect renewal intent from long-term corporate tenants approaching their contract end date for rebooking and rate negotiation.

Commercial property managers

Office and retail tenants communicate renewal intent to the property manager for lease extension negotiations before the commercial term expires.

Student housing administrators

University-affiliated housing programs collect student renewal intent for the following academic year to plan room assignments and avoid vacancy gaps.

HOA rental coordinators

Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Will any new occupants be added to the lease?” in particular and adapt it to the detail you need.

Real estate investment companies

Turn initial interest into information you can review. Use the answers to prepare a relevant follow-up and decide whether the opportunity fits your work. Review “Unit Number” in particular and adapt it to the detail you need.

What's included

Renewal intent radio — clearly separates renewing tenants from those vacating
Preferred lease length dropdown for flexible term options
Change request field to flag pet policies, parking, or term modifications
New occupant disclosure radio for lease amendment tracking
Current lease end date to trigger timely follow-up
Instant notification so leasing teams can respond before competing offers
Timestamped record for each renewal request

How to create a lease renewal request

  1. 1

    Click "Use this template" to open the lease renewal request form pre-built and ready to customize.

  2. 2

    Adjust the desired lease length options to match the terms your properties offer.

  3. 3

    Add a paragraph field with the deadline for submitting the renewal request (e.g., 60 days before lease end).

  4. 4

    Set up email notifications to your leasing team so renewal requests are flagged immediately.

  5. 5

    Send the form link to tenants 90 days before their lease end date as part of your renewal outreach.

  6. 6

    Use the dashboard to track who has responded, who hasn't, and plan your follow-up outreach accordingly.

Best practices for your lease renewal request

Send it 90 days out

60 days is usually the minimum notice requirement, but 90 gives you time to negotiate, prepare the new lease, and list the unit if the tenant declines.

Follow up with non-responders

not everyone reads emails promptly. A phone call or text reminder a week after sending the form increases your response rate significantly.

Use the change requests field strategically

tenants who list changes are opening a negotiation. Respond quickly and see what you can accommodate to retain them.

Flag new occupant disclosures

an undisclosed occupant can affect insurance, rent pricing, and lease terms. The form creates a documented record of the tenant's disclosure.

Track renewal rates over time

the ratio of renewals to non-renewals across your portfolio is a leading indicator of property satisfaction and pricing competitiveness.

Offer a lease renewal incentive

if you include a note about a small rent discount or one-time credit for early renewal, response rates tend to climb sharply.

12 form ideas you can build with this template

Apartment Lease Renewal Offer Response

Leasing offices send this form with renewal offer details so tenants can accept, decline, or negotiate terms before their current lease expires.

Student Housing Re-Enrollment Form

University-affiliated housing programs collect student renewal intent for the following academic year to plan room assignments and avoid vacancy gaps.

Month-to-Month Conversion Request

Tenants whose fixed terms are ending use this form to request a conversion to month-to-month tenancy rather than signing another fixed-term lease.

Commercial Lease Renewal Intent Form

Office and retail tenants communicate renewal intent to the property manager for lease extension negotiations before the commercial term expires.

Section 8 Annual Recertification Renewal

Subsidized housing programs use the form to collect renewal intent and any change in household composition before annual income recertification.

Senior Living Residency Renewal

Independent living communities collect annual renewal confirmation from residents and flag any service or care level changes needed for the coming year.

HOA Rental Unit Renewal Notice

HOA-managed communities track when renter-occupied units are renewing to ensure continuing compliance with rental cap policies and lease submission requirements.

Corporate Housing Contract Extension

Extended-stay operators collect renewal intent from long-term corporate tenants approaching their contract end date for rebooking and rate negotiation.

Rent-to-Own Lease Extension Form

Lease-purchase program managers collect renewal intent from rent-to-own tenants who are not yet ready to exercise the purchase option.

Single-Family Home Annual Renewal

Independent landlords send this form each year to single-family tenants to confirm continued occupancy and discuss any rent adjustments.

Co-Living Membership Renewal

Co-living operators collect membership renewal intent from residents on short-term agreements approaching their end date to manage bed availability.

Military Housing Contract Renewal

On-base housing offices collect renewal intent from service members whose housing contracts are ending to plan for reassignment or continuation.

Frequently asked questions

Can a tenant submit this form if they want to move out instead of renew?

Yes. The renewal intent radio includes a 'No — I will be moving out' option, which effectively functions as a soft move-out notice and triggers your vacancy planning workflow.

What happens after a tenant submits a renewal request?

You receive an email notification with the full submission. Your leasing team can then follow up with a formal renewal offer, negotiate any requested changes, and draft the new lease agreement.

Can I offer month-to-month renewals through this form?

Yes. Month-to-month is included in the lease length dropdown by default. You can add, remove, or rename options in the form editor to reflect your available terms.

How do I handle a tenant who wants to add an occupant?

The form flags this in the new occupant radio field. You can then require the new occupant to complete a rental application and background check before amending the lease.

Is this form a legally binding renewal agreement?

No. This is a request form, not a contract. It collects the tenant's intent and preferences, which your team then uses to prepare a formal renewal lease agreement for signature.

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