The problem
A property manager with a few hundred units has a steady stream of leases coming up for renewal. Each renewal needs the tenant's name, unit, new term and rent, and often two or more tenants must sign. Paper renewals mean dropping forms at doors, waiting for them to come back, and following up with tenants who are rarely home during office hours. Missed renewals turn into month-to-month tenancies by accident.
How they set it up
- 01Build a renewal template
Upload your lease renewal agreement. Add roles for Tenant 1, Tenant 2 and Landlord. Add variables for unit address, current term end, new term, new rent and any changes to included services.
- 02Make second tenants optional
Set the Tenant 2 role as optional in the template, so single-tenant units do not need a placeholder.
- 03Use stronger checks for tenants
Tenants often share an email address with family. Use an SMS code so each tenant proves access to their own phone.
- 04Send renewals for the quarter
Export the list of leases ending in the next three months to a CSV and use Bulk send. Schedule the send so offers arrive on a weekday morning, well ahead of any notice deadlines in your province or state.
- 05Answer questions in the flow
Tenants can ask a question from the signing page, for example about parking or appliances. You answer, and the question and answer stay with the document record.
- 06Countersign and file
The landlord or authorised agent signs last. Completed renewals go into a folder per building with a label for the renewal month, and every tenant receives the signed PDF automatically.
What changes
Renewal offers reach every tenant on the same day, and tenants sign from their phones in the evening instead of waiting for someone to collect paper. Property managers can see which units are still open well before the deadline and call those tenants directly. Each tenant receives a sealed copy, which cuts down on 'I never got that' conversations. Check your local residential tenancy rules for any required forms or delivery methods before switching a document to e-signature.