Lease Renewal Notice Email Workflow for Outlook
Send a lease renewal offer to a tenant with updated terms and a response deadline. Copy this ready-to-use Outlook email template, or use it as a reusable Toggles workflow with variables, recipients, attachments, and team sharing.
Free to try. No automatic sending - review every draft before sending.
Copy/paste template
Copy the lease renewal notice email template
Use this once as a regular Outlook template, or launch the full Toggles workflow when you send it repeatedly.
What this template helps you avoid
Common email risks
- Missing required details
- Rewriting the same email manually
- Inconsistent wording across a team
- Forgetting attachments, links, recipients, or preparation notes
Fields your team can fill in
To
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Cc
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Subject
Lease Renewal Offer — property_address
lease-renewal-agreement
Hi tenant_first_name,
Your current lease for property_address is approaching its end date of current_lease_end_date, and we'd like to offer you the opportunity to renew. We value you as a tenant and hope you'll choose to continue making this your home.
RENEWAL OFFER
• Property: property_address
• Renewal Term: renewal_term
• New Monthly Rent: $new_monthly_rent
• Response Deadline: response_deadline
The renewal lease agreement is attached. Please review all terms carefully — the renewal reflects updated rent as noted above, with all other terms and conditions remaining the same as your current lease unless otherwise indicated.
HOW TO ACCEPT
To renew, please sign the attached lease agreement and return it to us by response_deadline. You may sign and return it electronically or drop off a signed copy at our office.
IF YOU PLAN TO VACATE
If you do not wish to renew, please notify us in writing by response_deadline as required under your current lease agreement. This gives us time to plan accordingly and ensures you fulfill your notice obligations.
We appreciate your tenancy and hope to continue this arrangement. If you have questions about the renewal terms or would like to discuss anything before signing, please reach out at me::phone.
Workflow context
When to use this workflow
Use this workflow when offering a tenant the option to renew their lease with updated terms and a response deadline.
What this replaces
This replaces manually drafting renewal notices, retyping rent and lease term details, and checking whether the renewal agreement is attached.
Why teams standardize this email
Lease renewals affect occupancy, revenue, and tenant experience. A standard workflow helps property teams send complete, consistent renewal offers while still reviewing each draft before sending.
What Toggles adds beyond a normal Outlook template
Toggles inserts the workflow directly in Outlook, prompts for variables, prepares operational details, and keeps the draft editable before sending.
- Inserts the lease renewal notice email in Outlook
- Prompts for tenant name, property address, lease end date, renewal term, new rent, response deadline, and phone number
- Adds a property-specific subject line
- Can require the lease renewal agreement attachment
- Keeps the draft editable before sending
FAQ
Does Toggles renew the lease automatically?
No. Toggles prepares the email. Signing and lease renewal processing happen through your existing process.
Can the renewal agreement be required before sending?
Yes. This workflow can require the lease renewal agreement attachment.
Can renewal terms be edited per tenant?
Yes. The workflow prompts for the renewal terms and the Outlook draft remains editable.
Part of a starter pack
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How it works
Use this workflow inside Outlook without rebuilding the email manually
Standardize the full process, then let your team launch the same complete email whenever they need it.
Add this workflow
Add this example to Outlook so the full email process is ready to use right away.
Install this workflow →
Open it in Outlook
Launch it from the compose window where your team already works.
Review, fill, and send
Review the remaining fields, then send with the right message already in place.
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Roll out the standard
Standardize this process in Outlook
Start with one workflow, then give your team the same approved message, recipients, attachments, and structure every time.
Helpful Resources
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Toggles for Outlook Quickstart Guide
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