Lease Renewal Checklist – Buildium

Run this checklist at least 90 days before a lease needs to be renewed

Introduction:

Enter basic details

Determine next step

Rent price:

Should the rent price increase?

What should the price be?

What should the price be? (no Owner approval) (no inspect)

Should the rent price increase? (M2M)

What should the price be? (M2M)

Inspection:

When should the inspection occur?

Inform the tenant of the inspection

Conduct the inspection using Happy Inspector

Add inspection notes to Buildium property page

Determine if the lease will be renewed

Owner communication:

Contact the owner for approval (Same Rent)

Contact the owner for approval (Change Rent)

Contact the owner for approval (2nd Request) (Change Rent)

Contact the owner for approval (2nd Request) (Same Rent)

Contact the owner for approval (3rd Request) (Same Rent)

Contact the owner for approval (3rd Request) (Change Rent)

Let the property manager know

Should rent increase? (No owner approval) (No inspect)

Update the tenant's rent charge

Send tenant an email about the rent increase

Tenant communication:

Contact tenant about lease renewal (Same Rent)

Contact tenant about lease renewal (Change Rent)

Contact tenant about lease renewal (Same Rent) (2nd Request)

Contact tenant about lease renewal (Change Rent) (2nd Request)

Contact tenant about lease renewal (Same Rent) (3rd Request)

Contact tenant about lease renewal (Change Rent) (3rd Request)

Update owner and PM

Why does the owner not want to renew?

PM Contact owner regarding tenant's request for M2M

Lease creation:

Create the lease

Lease is signed

Raise the rent for M2M tenant

Upload lease to the property page in Buildium

Related checklists:

Introduction:

Lease renewals are a core workflow in property management and need to be executed with care and professionalism.

This checklist, with complex conditional logic built-in, will guide you through the entire process, keep your Buildium database fully up-to-date, and ensure that both the owner and tenant are satisfied with the end result.

Enter basic details

Property address

Tenant name

Lease end date

Rent amount ($)

Determine next step

What should be done with this lease renewal? (pre inspection)

Rent price:

Should the rent price increase?

Should the rent price increase? (yes Owner approval) (No inspect)

What should the price be?

The current rent price at {{form.Property_address}} is ${{form.Rent_amount_($)}}.

What should the new rent be? (yes Owner approval) (No inspect)

What should the price be? (no Owner approval) (no inspect)

The current rent price at {{form.Property_address}} is ${{form.Rent_amount_($)}}.

What should the new rent be? (yes Owner approval) (No inspect) (Copy)

Should the rent price increase? (M2M)

What should the price be? (M2M)

The current rent price at {{form.Property_address}} is ${{form.Rent_amount_($)}}.

What should the new rent be? (m2m)

Inspection:

When should the inspection occur?

When should the inspection occur? (example 12/14/2019 between 9am and 2pm)

When should the inspection occur? (exact date and time)

Inform the tenant of the inspection

Conduct the inspection using Happy Inspector

Buildium has set up a direct integration with Happy Inspector so you can easily conduct mobile property inspections and automatically add inspections reports to properties in Buildium.

As soon as you finalize a report (and have internet access), it will appear tied to the relevant unit within Buildium in seconds.

Add inspection notes to Buildium property page

Link to property page in Buildium:

Determine if the lease will be renewed

What is the next step?

Owner communication:

Contact the owner for approval (Same Rent)

Has the owner given approval? (Same rent)

Contact the owner for approval (Change Rent)

Has the owner given approval? (Change rent)

Contact the owner for approval (2nd Request) (Change Rent)

Has the owner given approval? (2nd request) (Change Rent)

Contact the owner for approval (2nd Request) (Same Rent)

Has the owner given approval? (2nd request) (same rent)

Contact the owner for approval (3rd Request) (Same Rent)

Has the owner given approval? (3rd Request) (Same Rent)

Contact the owner for approval (3rd Request) (Change Rent)

Has the owner given approval? (3rd request) (Change Rent)

Let the property manager know

Should rent increase? (No owner approval) (No inspect)

Update the tenant's rent charge

Send tenant an email about the rent increase

Email the tenant notifying them of the price increase.

This can be done directly from Buildium.

Tenant communication:

Contact tenant about lease renewal (Same Rent)

Use the email feature in Buildium to create an email template for lease renewals offers (there is a sample email template built into the Buildium free trial - as seen below).

You can also choose the use the email templates we provide in the following tasks.