Goal

The goal is to renew qualified tenants at market rent, avoid vacancy, and minimize unnecessary turnover costs.

Step 1: Property Inspection

Four months before lease expiration, one of our Maintenance Technicians conducts a Preventive Maintenance Inspection. They check for unrepaired tenant damage, excessive wear and tear, and lease violations. Issues are rare, but this step ensures the home is being properly maintained.

Step 2: Owner Communication

Three and a half months before expiration, we notify the owner by email that a lease renewal is being prepared and whether a rent increase is planned. No action is needed unless you want to change the rent, adjust the lease term, or decline to renew. If so, submit the Renewal Instructions Form (linked in the email or available in the Request Form Library). If we do not receive your form within 7 days, the system will automatically send the renewal offer to the tenant.

Step 3: Lease Renewal Sent to Tenant

Three months before lease expiration, the renewal offer is published in the tenant’s AppFolio portal. Weekly email reminders are sent. The tenant has 30 days to sign before a late fee is applied. Over time, we've learned tenants rarely act without clear deadlines and penalties.

Step 4: Countersign & Processing

• If a rent change was requested, AppFolio automatically updates it.

• AppFolio retains the signed digital lease. If you need a copy, use the form in the Request Form Library.

• If the tenant does not sign or submit a Move-Out Notice before the lease expires, the lease automatically converts to month-to-month.

• We’ll assess the situation and decide whether to raise rent, issue a notice to vacate, or allow the tenant to stay if they are current and caring for the home.

Frequently Asked Questions

How do you decide whether to raise the rent?

We look at:

• Current rental inventory

• Market rent trends

• Property condition and finishes

• Nearby homes and neighborhood appeal

• Estimated cost of turnover or remodel if the tenant moves

Will raising the rent make the tenant move?

It’s always possible. If the home needs renovations and you don’t have the funds set aside, you may decide not to increase rent this year.

Are we required to offer a renewal?

No. We can send a 60+ day Notice to Vacate and are not obligated to provide a reason. That said, our standard practice is to offer renewals unless the tenant is behind on rent, causing damage, keeping the home unclean, or is difficult to work with.