PM Renewal Communication Process & Template

To keep communication clear and organized, the Property Manager (PM) handling the renewal will send individual emails to tenants for each property.

Each lease renewal will have its own email thread, with a subject line that includes the property address. This approach helps eliminate confusion by making it easy for tenants to know who to contact regarding questions about their lease, notice to vacate, or renewal negotiations.

All tenant inquiries regarding renewals should be directed to the PM managing that renewal or the appropriate portfolio contact.

PMs will use the following email template when sending renewal notices:

Subject: Lease Renewal – [Property Address]

Hello!

We would like to take a moment to thank you for your residency! It’s hard to believe your lease is expiring on (DATE). We sincerely hope that you’re enjoying your time in the home and that you plan to stay with us!

To accept your renewal, simply sign the lease extension via DocuSign. You’ll receive an email with a link to review and sign. If you have a roommate, there will be a signing order — the first person signs, and then the next roommate will receive their turn to sign.

Please note: You’ll have until (DATE) to sign the renewal. If we don’t receive signed documents by then, we’ll move forward with sending a Notice to Vacate.

If you plan to move out, we’ll be sad to see you go! Just a reminder that we require a 30-day written notice to vacate prior to your lease end date.

We look forward to your continued residency with Treaty Oak Property Management. If you have any questions, we’re happy to assist.

Thank you