{"id":17526,"date":"2019-05-03T10:30:35","date_gmt":"2019-05-03T10:30:35","guid":{"rendered":"https:\/\/www.process.st\/templates\/upcoming-lease-expiration-checklist-propertyware\/"},"modified":"2024-02-28T22:49:25","modified_gmt":"2024-02-28T22:49:25","slug":"upcoming-lease-expiration-checklist-propertyware","status":"publish","type":"post","link":"https:\/\/www.process.st\/templates\/upcoming-lease-expiration-checklist-propertyware\/","title":{"rendered":"Upcoming Lease Expiration Checklist &#8211; Propertyware"},"content":{"rendered":"<section id=\"introduction\">\n<h2>Introduction:<\/h2>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/q2JblNGj-Z9Z6rx4XO5GFQ.png\" alt=\"Introduction:\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/q2JblNGj-Z9Z6rx4XO5GFQ.png\"> <\/a><br \/>\n  <\/figure>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>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.<\/p>\n<p>This comprehensive checklist, built around conditional logic, will guide you through completing the process efficiently for any given situation and keep Propertyware up-to-date with how things progress.&nbsp;&nbsp;<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"pull-report-of-leases-expiring-in-the-next-90-days\">\n<h2>Pull report of leases expiring in the next 90 days<\/h2>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Pull the report (Lease Expiration Detail by Month)\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Start checklists for any other expiring leases\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"enter-basic-details-of-the-selected-property\">\n<h2>Enter basic details of the selected property<\/h2>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Property address <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Property owner name <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Tenant name <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Lease expiration date <\/label> <\/p>\n<div class=\"date-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Current rent <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Suggested rent for renewal <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"initial-communication\">\n<h2>Initial communication:<\/h2>\n<\/section>\n<section id=\"send-email-to-owner-60day-intent-to-release\">\n<h2>Send email to owner: 60-day intent to Re-Lease<\/h2>\n<div class=\"text-content\">\n<p>Use the template below to email the property owner.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"record-owners-reply-in-propertyware\">\n<h2>Record owners reply in Propertyware<\/h2>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Owner's intentions <\/label><br \/>\n   <select disabled class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n <\/div>\n<\/section>\n<section id=\"notify-tenant-of-owners-intention-to-renew\">\n<h2>Notify tenant of owners intention to renew<\/h2>\n<div class=\"text-content\">\n<p>Complete the following subtasks.<\/p>\n<p>You can <strong>upload the relevant letters<\/strong> using the form fields below.&nbsp;<\/p>\n<p class=\"style-warning\">If the&nbsp;owner wishes to renew for other than 1 year, note that below and in Propertyware.<\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Email Tenant \"45 Renewal Letter\" after updating necessary fields. Include \"30 Day Notice- Tenant\" in email.\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Print 2 copies of each to mail\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       3\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Mail tenant letter via regular USPS mail\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       4\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Mail tenant letter via certified return receipt USPS mail\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<div class=\"file-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> 45-Day Renewal Letter for Tenants <\/label> <\/p>\n<div class=\"file-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-upload btn-icon\"><\/i> File will be uploaded here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"file-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> 30-Day Notice - Tenant <\/label> <\/p>\n<div class=\"file-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-upload btn-icon\"><\/i> File will be uploaded here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"notify-tenant-of-owners-intention-to-not-renew\">\n<h2>Notify tenant of owners intention to NOT renew<\/h2>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Email the tenant using the template below\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Send formal 30-day No Cause notice via USPS mail\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<div class=\"file-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> 30-Day No Cause to Vacate <\/label> <\/p>\n<div class=\"file-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-upload btn-icon\"><\/i> File will be uploaded here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"save-tenants-reply-in-propertyware\">\n<h2>Save tenant's reply in Propertyware<\/h2>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Tenant's response to renewal letter <\/label><br \/>\n   <select disabled class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"notify-owner-of-tenants-intent-to-renew\">\n<h2>Notify owner of tenant's intent to renew<\/h2>\n<div class=\"text-content\">\n<p>Send an email to the property owner via Propertyware or make notes on the tenants file if you have a phone conversation.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"check-notes-and-get-owner-approval\">\n<h2>Check notes and get owner approval<\/h2>\n<div class=\"text-content\">\n<p>Be sure to check notes and get owner approval on the amended term.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"notify-owner-of-tenants-intent-to-vacate-the-property\">\n<h2>Notify owner of tenant's intent to vacate the property<\/h2>\n<\/section>\n<section id=\"inspection\">\n<h2>Inspection:<\/h2>\n<\/section>\n<section id=\"conduct-interior-inspection\">\n<h2>Conduct interior inspection<\/h2>\n<div class=\"text-content\">\n<p>At the time of lease renewal, we provide Owners an interior inspection.<\/p>\n<p>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:<\/p>\n<ul>\n<li>Any unauthorized people<\/li>\n<li>Signs of pets (ask if there are any pets on the property. Its not your job to determine if they are authorized or not)<\/li>\n<li>Differed maintenance<\/li>\n<li>Condition of appliances and utilities&nbsp;<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"review-renewal-inspections\">\n<h2>Review renewal inspections<\/h2>\n<div class=\"text-content\">\n<p>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.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"share-inspection-report-with-the-owner\">\n<h2>Share inspection report with the owner<\/h2>\n<div class=\"text-content\">\n<p>Once you feel good about the inspection report, share it with the Property Owner. The task is not complete until shared with Owner.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"lease-creation--sending\">\n<h2>Lease creation &amp; sending:<\/h2>\n<\/section>\n<section id=\"create-lease-renewal-form-for-pm-review\">\n<h2>Create lease renewal form for PM review<\/h2>\n<div class=\"text-content\">\n<p>Create a lease for PM review. This step only includes lease creation. Do not set up lease for digital signing yet.<\/p>\n<p>Use prior lease as a template for terms, names, etc.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"save-tenants-updated-insurance-prior-to-sending-lease\">\n<h2>Save tenants updated insurance prior to sending lease<\/h2>\n<\/section>\n<section id=\"review-incomplete-lease\">\n<h2>Review incomplete lease<\/h2>\n<\/section>\n<section id=\"setup-digital-signing-of-the-lease\">\n<h2>Setup digital signing of the lease<\/h2>\n<div class=\"text-content\">\n<p>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<\/p>\n<p>Also CC yourself on the signing so that when the signing is complete, you can save the documents as noted in a future step.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"save-signed-lease-in-propertyware\">\n<h2>Save signed lease in Propertyware<\/h2>\n<div class=\"text-content\">\n<p>Upon receipt of the signed copy, save a copy of the lease on the tenants' pages.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"update-tenants-page-in-propertyware-according-to-lease-renewal\">\n<h2>Update tenant's page in Propertyware according to lease renewal<\/h2>\n<div class=\"text-content\">\n<p><strong>Update following data in Propertyware:<\/strong><\/p>\n<ul>\n<li>Recurring Rents<\/li>\n<li>Utilities<\/li>\n<li>Bill Owner for Renewal Fee<\/li>\n<li>Lease End Date<\/li>\n<li>Insurance Expiration Date<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"vacating\">\n<h2>Vacating:<\/h2>\n<\/section>\n<section id=\"save-tenants-30day-notice-to-vacate-in-propertyware\">\n<h2>Save tenant's 30-day notice to vacate in Propertyware<\/h2>\n<\/section>\n<section id=\"verify-we-have-the-security-deposit\">\n<h2>Verify we have the security deposit<\/h2>\n<div class=\"text-content\">\n <\/div>\n<\/section>\n<section id=\"verify-we-have-the-movein-inspection-report-pcr--photos\">\n<h2>Verify we have the move-in inspection report, PCR &amp; photos<\/h2>\n<\/section>\n<section id=\"update-the-tenants-page-in-propertyware\">\n<h2>Update the tenants page in Propertyware<\/h2>\n<div class=\"text-content\">\n<p>Based on the Tenant's 30-Day Notice, update the tenants page in Propertyware:<\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Set Notice Date\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Set Move-Out Date\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       3\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Set an End Date for the Monthly Charges\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"begin-process-for-property-listing\">\n<h2>Begin process for property listing<\/h2>\n<\/section>\n<section id=\"related-checklists\">\n<h2>Related checklists:<\/h2>\n<div class=\"text-content\">\n<ul>\n<li><a href=\"https:\/\/www.process.st\/templates\/lease-renewal-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Lease Renewal Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/late-rent-payment-process\/\" rel=\"nofollow\"><span>Late Rent Payment Process<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/tenant-move-in-process\/\" rel=\"nofollow\"><span>Tenant Move-In Process<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/tenant-move-out-process\/\" rel=\"nofollow\"><span>Tenant Move-Out Process<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/tenant-screening-checklist\/\" rel=\"nofollow\"><span>Tenant Screening Checklist<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/tenant-onboarding-checklist\/\" rel=\"nofollow\"><span>Tenant Onboarding Checklist<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/tenant-move-out-checklist-for-landlords\/\" rel=\"nofollow\"><span>Tenant Move-Out Checklist for Landlords<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/tenant-eviction-checklist\/\" rel=\"nofollow\"><span>Tenant Eviction Checklist<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/landlord-screening-checklist\/\" rel=\"nofollow\"><span>Landlord Screening Checklist<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/landlord-onboarding-checklist\/\" rel=\"nofollow\"><span>Landlord Onboarding Checklist<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/landlord-offboarding-checklist\/\" rel=\"nofollow\"><span>Landlord Offboarding Checklist<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/apartment-building-maintenance-checklist\/\" rel=\"nofollow\"><span>Apartment Building Maintenance Checklist<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/maintenance-log-setup-checklist\/\" rel=\"nofollow\"><span>Maintenance Log Setup Checklist<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/house-cleaning-checklist\/\" rel=\"nofollow\"><span>House Cleaning Checklist<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/pre-listing-house-cleaning-checklist\/\" rel=\"nofollow\"><span>Pre-Listing House Cleaning Checklist<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/home-staging-guide\/\" rel=\"nofollow\"><span>Home Staging Guide<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/real-estate-listing\/\" rel=\"nofollow\"><span>Real Estate Listing Checklist<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/house-viewing-checklist\/\" rel=\"nofollow\"><span>House Viewing Checklist<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/real-estate-sales-process\/\" rel=\"nofollow\"><span>Real Estate Sales Process<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/home-inspection-checklist\/\" rel=\"nofollow\"><span>Home Inspection Checklist<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/end-of-tenancy-cleaning-service-guide\/\" rel=\"nofollow\"><span>End of Tenancy Cleaning Service Guide<\/span><\/a><\/li>\n<\/ul><\/div>\n<\/section>\n","protected":false},"excerpt":{"rendered":"<p>Introduction: 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. 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