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Lease renewal outreach that goes out ninety days early

Today

Renewals sneak up on you. You notice a lease ends in three weeks, send a rushed email, and the tenant has already toured two other buildings. By then you are pricing a turnover instead of a renewal.

With Claude

You bring the whole expiring list into one chat and get it sorted into send now, needs your decision, and do not touch until you talk to the attorney or the owner. The first group comes back as finished renewal emails, one per tenant.

The prompt

Paste this into claude.ai and replace anything in brackets.

You are helping me prepare lease renewal outreach for rental units I manage.

Expiring leases, one line per unit: [unit, tenant first name or initials, lease end date, current rent, proposed renewal rent, proposed term, payment history in one word such as current or late twice, and anything notable such as an open maintenance item or a recent increase]
My position on each: [renew at the proposed rent, renew flat, month to month only, or undecided]
Market context I am working from: [paste your own comparable rents, or write "none" and do not reference the market at all]
Timing: [how many days before lease end I am sending this, and my response deadline]

Do three things.

1. Sort the list into three groups: send the standard renewal now, needs a decision from me first, and send nothing until I speak with my attorney or the owner. Put anything involving nonrenewal, a large increase, a habitability complaint, a request for a disability accommodation, or an active payment dispute in the third group, and tell me why each one landed there.

2. For the first group only, write one renewal email per tenant. Under 180 words each. Structure: what is expiring and when, the offered rent and term, what stays the same, the deadline to respond, and one specific line about that tenant drawn only from what I gave you. Respectful and plain. No pressure language, no artificial urgency, no market commentary unless I gave you comps.

3. Outline a follow up sequence: when a second and third touch should go out and what changes in each. Give me the drafts, not a claim about scheduling.

Rules: use only the facts I provided. If a rent figure, date, or term is missing for a unit, put it under "Missing before I can send" and skip that unit rather than filling the gap.

What to skip in real estate brokerages and property managers

  • Publishing any marketing copy without a Fair Housing review. Federal law bars discrimination on the basis of race, color, religion, sex, national origin, familial status, and disability, and many states and cities protect more classes than that. Claude does not know your local rules and it will write "perfect for a young family" if nothing stops it. No AI drafted listing, ad, flyer, email, or social post goes live until a human has read it against Fair Housing rules. Never ask Claude to describe the people in a neighborhood, rank areas by who lives there, or match a buyer to a location.
  • Legal notices to tenants. Notices to pay or quit, entry notices, lease violation notices, and anything that will end up in an eviction file carry content, timing, and delivery requirements that change by state, county, and city, and a defective notice can send you back to the start. Use the forms your attorney or your local apartment association approves, and verify the requirements for your jurisdiction. Claude can help you write the plain English message that accompanies a notice. It should not write the notice.
  • Records that identify people financially. Keep Social Security numbers, dates of birth, credit reports, bank statements, pay stubs, and full application packets out of the chat. Use first names or initials and strip the rest before you paste. Check your brokerage or management company policy first, because plenty of them have a rule about transaction files and AI tools already.

Want all 4 workflows for real estate brokerages and property managers in your inbox?

Every prompt on this page plus the rest, so you still have them on Monday. One email, then four short ones on making it stick. Unsubscribe any time.

Or answer four questions and Claude writes three workflows for your specific business rather than the industry generally.

Before you try it

More for real estate brokerages and property managers

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