Upcoming Lease Expiration Checklist – Buildium

You want to make sure that all leases expiring in the next 90 days are being dealt with in advance to keep all properties running smoothly and to avoid tension in the tenant-owner relationship.

This comprehensive checklist, built around conditional logic, will guide you through completing the process efficiently for any given situation and keep Buildium up-to-date with how things progress.  

From the "Lease renewals" under "LEASING", you can filter leases expiring within the next 90-120 days. 

Use the template below to email the property owner.

Complete the following subtasks.

You can upload the relevant letters using the form fields below. 

If the owner wishes to renew for other than 1 year, note that below and in Buildium.

Send an email to the property owner via Buildium or make notes on the tenants file if you have a phone conversation.

Be sure to check notes and get owner approval on the amended term.

At the time of lease renewal, we provide Owners an interior inspection.

Firstly, verify that the property is not on the PPP recurring inspections. If so, please discuss with Property Manager. If completing the inspection, please look for:

• Any unauthorized people
• Signs of pets (ask if there are any pets on the property. Its not your job to determine if they are authorized or not)
• Differed maintenance
• Condition of appliances and utilities 

Review the lease carefully looking for potential violations, differed maintenance, unauthorized pets, and anything else that may concern a property owner. Edit or add notes as needed.

Once you feel good about the inspection report, share it with the Property Owner. The task is not complete until shared with Owner.

Create a lease for PM review. This step only includes lease creation. Do not set up lease for digital signing yet.

Use prior lease as a template for terms, names, etc.

The lease has been reviewed by the property manager and is ready for you to set up digital signatures for all Owners, all Tenants, and the Property Manager

Also CC yourself on the signing so that when the signing is complete, you can save the documents as noted in a future step.

Upon receipt of the signed copy, save a copy of the lease on the tenants' pages.

Update the following data in Buildium:

• Recurring Rents
• Utilities
• Bill Owner for Renewal Fee
• Lease End Date
• Insurance Expiration Date

Based on the Tenant's 30-Day Notice, update the tenants page in Buildium:

• Lease Renewal Checklist
• Late Rent Payment Process
• Tenant Move-In Process
• Tenant Move-Out Process
• Tenant Screening Checklist
• Tenant Onboarding Checklist
• Tenant Move-Out Checklist for Landlords
• Tenant Eviction Checklist
• Landlord Screening Checklist
• Landlord Onboarding Checklist
• Landlord Offboarding Checklist
• Apartment Building Maintenance Checklist
• Maintenance Log Setup Checklist
• House Cleaning Checklist
• Pre-Listing House Cleaning Checklist
• Home Staging Guide
• Real Estate Listing Checklist
• House Viewing Checklist
• Real Estate Sales Process
• Home Inspection Checklist
• End of Tenancy Cleaning Service Guide