Renewal Process

Our renewal process protects cash flow, reduces vacancy risk, and keeps you in control of key decisions. We start early so there is enough time to renew cleanly or pivot to a planned move out and re-lease.

Decision point

Around 90 days before lease end, we determine which path applies.

1. Renewal path, we offer a renewal and execute a new lease term.
2. Non-renewal path, we prepare for a move out and fast turn to re-lease.

Timeline and Process

90 days before lease end

• Owner check-in
  • We confirm you want to continue renting the home and continue management with us.
  • We confirm any changes you want going into the next term, rent target, lease length, pets, maintenance limits, or special terms.
• Tenant notice reminder
  • We remind the resident that a decision to not renew typically requires advance written notice per the lease, commonly 60 days.
• Mid-lease property evaluation
  • We perform a 9th month property evaluation to spot issues early and reduce surprises at move out or renewal.
  • We note condition items, lease compliance, and any maintenance that should be addressed before renewal.
• Renewal recommendation
  • We evaluate resident performance and property condition, then provide a clear recommendation.
  • Renew, renew with conditions, or do not renew.
• Renewal intent outreach
  • We contact the resident to confirm their renewal intention.
  • If the resident wants to renew, we notify you and move into terms and pricing.

60 days before lease end

• Finalize renewal terms with owner
  • We confirm rent amount, any monthly charges, lease length, and any updates to rules or responsibilities.
  • If market rent has softened, we will show the tradeoffs between pushing rent and increasing vacancy risk.
• Create renewal offer for resident signature
  • We prepare the renewal documents based on the approved terms.

45 days before lease end

• Legal review when needed
  • We send the draft for legal review when required or when terms are more complex.
• Finalize and send for signatures
  • We send the renewal package to the resident for e-signature.
  • We include required disclosures as applicable, including flood disclosure for Florida properties.

Renewal path details

How we decide whether to renew

• Payment history, on-time patterns, and any past due activity
• Lease compliance, notices, and conduct
• Maintenance behavior, reporting, and home care
• Property condition based on our evaluation and any service history
• Market rent and leasing demand in your neighborhood

What you approve

• Rent amount
• Lease term length
• Any changes to recurring charges
• Any special terms, limits, or requirements

What you can expect from us

• One recommendation with a clear reason
• One proposed rent range with a vacancy risk view
• A clean e-signature package, executed before lease end

Non-renewal process

Non-renewal can start from either side.

• Resident gives notice per the lease.
• Owner elects to not renew.
• We recommend non-renewal due to performance, risk, or condition.
• Non-renewal process begins

Step-by-step

• Official notice
  • The resident provides written notice per the lease, or we issue a non-renewal notice when appropriate.
  • We confirm the final move out date in writing.
• Move out instructions sent
  • We send the cleaning checklist, key return instructions, and reminders about utilities and any required professional services, such as carpet cleaning when applicable.

• Resident prepares the home
  • The resident removes all belongings, completes required cleaning, and completes minor responsibilities per the lease.
  • Utilities should remain on through the last day to support inspection and any vendor work.
• Key and device return
  • The resident returns all keys, remotes, fobs, and access devices to our office or as instructed.
• Move out inspection
  • After vacancy, we inspect and document condition, cleanliness, and any needed repairs beyond normal wear.
• Vendor work if needed
  • If the home does not meet standards, we schedule cleaning and repairs.
  • If allowable under the lease and Florida rules, costs may be charged back to the resident.
• Security deposit accounting
  • We complete the deposit disposition and required notices according to Florida law, including an itemized statement and any refund due.
• Owner update
  • You receive a clear summary of condition, recommended scope, timeline, and budget guidance for rent-ready work.
• Rent-ready preparation and re-leasing
  • We schedule cleaning, repairs, paint, lawn work, and photography.
  • Our goal is to list as soon as the home is show-ready.

Owner decisions that speed up outcomes

• Respond to renewal intent and rent recommendations quickly.
• Be ready to provide funds if needed for any rent-ready work that is needed.  For more information about what the deposit can be used for, click here.
• Decide in advance if you want to allow pets, changes in lease length, or any special restrictions.
• Approve rent-ready scope quickly if the home is going back to market.

Click here for information on the Turn Over process.

FAQ

How early do you start the renewal process
Typically about 90 days before lease end. That timeline supports a clean renewal or a planned move out with minimal vacancy.

Do I have to renew with the current tenant
No. You decide. We also may recommend non-renewal if the risk is not worth it.

What happens if the tenant waits too long to decide
We follow the notice requirements in the lease. If the decision comes late, the risk of vacancy increases. We will advise you on the best next step based on dates and local demand.

Do you always increase rent at renewal?
Not always. We balance market rent with tenant performance and vacancy risk. Sometimes a smaller increase, or no increase, produces a higher net outcome by avoiding downtime.