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 and ensure that both the owner and tenant are satisfied with the end result. 

(As a side note - and although it won't impact this particular checklist - please know that Appfolio doesn't currently integrate with Zapier.)

Enter basic details

Determine next step

Rent price:

Should the rent price increase?

What should the price be?

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

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

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

Should the rent price increase? (M2M)

What should the price be? (M2M)

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

Inspection:

When should the inspection occur?

Inform the tenant of the inspection

Conduct the inspection

Add inspection notes to Appfolio 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 letter in Appfolio to raise the rent

Mail the tenant a letter about the price increase

Tenant communication:

Contact tenant about lease renewal (Same Rent)

  • 1
    Have you sent them a text?
  • 2
    Have you given them a phone call?

Contact tenant about lease renewal (Change Rent)

  • 1
    Have you sent them a text?
  • 2
    Have you called them?

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

  • 1
    Have you sent them a text?
  • 2
    Have you called them?

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

  • 1
    Have you sent them a text?
  • 2
    Have you called them?

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

  • 1
    Have you sent them a text?
  • 2
    Have you called them?

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

  • 1
    Have you sent them a text?
  • 2
    Have you called them?

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

Mail letter to tenant about increase in rent for month to month lease

Put Lease in property page in Appfolio Portal

Upload the lease into the property page in the Appfolio portal and share the documentation with both the tenant and owner. 

  • 1
    Click Share with Tenants
  • 2
    Click Share with Owners

Sign up for a FREE account and
search thousands of checklists in our library.

Sign up for a FREE account and search thousands of checklists in our library.