5 Great Lease Renewal Email Templates To Copy & Paste

Lease renewal season is a key moment to secure your tenants for another term. A well-designed email can be the deciding factor in whether they choose to stay.

Starting with a template simplifies the process, ensuring your message is clear and professional. We've gathered five different lease renewal email templates to help you craft the right email for any situation.

Tips for Writing Lease Renewal Emails

• Get the timing right.
• Send your renewal email 60-90 days before the current lease ends. This gives tenants ample time to decide without feeling rushed and gives you a head start if you need to find someone new.
• Be upfront about the terms.
• Clearly state any changes, especially to the rent. If the terms are staying the same, make that a highlight. Transparency is key and avoids any back-and-forth.
• Add a personal touch.
• A generic email is easy to ignore. A simple note like, “We’ve enjoyed having you as a tenant,” makes your message feel more human and less transactional.
• Provide a clear call to action.
• Don't leave them guessing. Tell them exactly what to do next—reply to the email, click a link to a portal, etc.—and give them a firm deadline to respond.

Types of Lease Renewal Email Templates We Will Cover

1. Simple Renewal Reminder Email Template
2. Early Bird Renewal Offer Email Template
3. Lease Expiry Notification Email Template
4. Personalized Renewal Proposal Email Template
5. Last Chance Renewal Email Template

5 Lease Renewal Email Templates

1) Simple Renewal Reminder Email Template

<template>

Subject: Lease Renewal Reminder for [Property Address]

Dear [Tenant Name],

This is a friendly reminder that your current lease for the property at [Property Address] is set to expire on [Lease End Date].

We have enjoyed having you as a tenant and would be happy to have you stay for another term. We are pleased to offer you a renewal of your lease for [Lease Term, e.g., 12 months]. The new lease would begin on [New Lease Start Date] at a monthly rent of [New Rent Amount]. All other terms of your current agreement will remain the same.

If you wish to renew, please confirm by replying to this email by [Response Deadline]. We will then send the new lease agreement for your signature.

Should you have any questions or if you do not plan to renew, please let us know at your earliest convenience.

All the best,

[Your Name]

[Your Title]

[Property Management Company]

[Your Phone Number]

[Your Email Address]

</template>

2) Early Bird Renewal Offer Email Template

<template>

Subject: Renew Early & Save: Special Offer for [Property Address]

Dear [Tenant Name],

Your lease for [Property Address] is set to expire on [Lease End Date], and we would be delighted if you choose to continue making it your home.

Because we value you as a tenant, we're offering an exclusive early renewal incentive. If you sign a new [Lease Term, e.g., 12-month] lease by [Early Bird Deadline], we will [Describe the incentive, e.g., lock in your current rent, provide a $100 gift card].

This offer is only available until [Early Bird Deadline]. After this date, the standard renewal terms will apply, which include a monthly rent of [New Rent Amount].

To accept this early bird offer, simply reply to this email, and we will send over the new lease agreement for you to sign.

We look forward to hearing from you.

Best regards,

[Your Name]

[Your Title]

[Property Management Company]

[Your Phone Number]

[Your Email Address]

</template>

3) Lease Expiry Notification Email Template

<template>

Subject: Notice of Lease Expiration for [Property Address]

Dear [Tenant Name],

This email is a formal notification that your lease for the property at [Property Address] is scheduled to expire on [Lease End Date].

Please be advised that we will not be renewing the lease for another term. As outlined in your lease agreement, you are required to vacate the premises on or before this date. We will schedule a final move-out inspection of the property on [Date of Inspection].

To ensure a smooth transition and the timely return of your security deposit, please provide us with your forwarding address. The deposit will be processed and returned to you in accordance with local and state regulations, less any costs for damages beyond normal wear and tear.

Please let us know if you have any questions regarding the move-out procedure.

Sincerely,

[Your Name]

[Your Title]

[Property Management Company]

[Your Phone Number]

[Your Email Address]

</template>

4) Personalized Renewal Proposal Email Template

<template>

Subject: A Renewal Proposal Just for You at [Property Address]

Dear [Tenant Name],

We've truly enjoyed having you at [Property Address] for the past [Length of Tenancy, e.g., year]. We wanted to reach out personally as your lease expiration on [Lease End Date] approaches.

Because we value your tenancy, we've put together a specific proposal for you. We would like to offer a new [Lease Term, e.g., 12-month] lease at a monthly rent of [New Rent Amount]. To show our appreciation for [Mention a specific positive, e.g., your on-time payments, how well you've kept the apartment], we would also like to [Describe a personalized perk, e.g., install a new ceiling fan, offer a complimentary carpet cleaning].

If you would like to move forward with this renewal, please let us know by [Response Deadline]. We will then send over the new lease agreement for you to review and sign.

We hope you decide to stay with us.

Best,

[Your Name]

[Your Title]

[Property Management Company]

[Your Phone Number]

[Your Email Address]

</template>

5) Last Chance Renewal Email Template

<template>

Subject: Last Chance to Renew Your Lease at [Property Address]

Dear [Tenant Name],

We are writing to you one final time regarding the renewal of your lease for [Property Address], which is set to expire on [Lease End Date].

We have not yet received a response and want to provide this last opportunity to secure your home for another term. If you choose to renew, the offer is for a [Lease Term, e.g., 12-month] lease at a monthly rent of [New Rent Amount].

Please let us know your decision by [Final Deadline]. If we do not hear from you by this date, we will assume you do not wish to renew, and we will begin showing the property to prospective tenants. The renewal offer will no longer be available after this deadline.

To renew, simply reply to this email confirming your decision. We will then forward the new lease for your signature.

Sincerely,

[Your Name]

[Your Title]

[Property Management Company]

[Your Phone Number]

[Your Email Address]

</template>

What About Using Flodesk?

Now that you have these lease renewal templates, you need an effective way to send them. Flodesk offers intuitive email marketing tools for small businesses, helping you manage and monetize your email list. Without needing any coding or design skills, you can build, send, and automate emails to connect with your tenants and grow your business.

With a user-friendly email builder, capable automations, and well-designed forms, Flodesk provides everything required for successful email marketing, without the complexity. Used by thousands of businesses, our platform helps both beginners and experts send professional, high-converting emails in a refreshingly simple way.

Wrapping Up

These templates provide a solid foundation for your lease renewal process. Delivering them with a clean, professional design reinforces your relationship with your tenants.

Flodesk is built to help you send emails that are both beautiful and effective, without the learning curve. Sign up to elevate your tenant communications.