Lease Renewal Offer Email Workflow for Outlook
Send a lease renewal offer to a tenant with updated terms and 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 offer 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
Add recipients
Cc
Add recipients
Bcc
Add recipients
Subject
Lease Renewal Offer — property_address
lease-renewal-agreement
Hi tenant_first_name,
Your current lease for Unit unit_number at property_address is set to expire on current_lease_end_date, and we'd like to offer you the opportunity to renew. We value you as a resident and hope you'll choose to stay.
RENEWAL TERMS
• Property: property_address, Unit unit_number
• Renewal Term: new_lease_term
• New Monthly Rent: $new_monthly_rent
• Response Deadline: response_deadline
The updated lease agreement is attached. Please review it carefully — the rent reflects the adjustment noted above, and all other lease terms and conditions remain the same as your current agreement unless otherwise noted in writing.
HOW TO ACCEPT
Sign and return the attached lease agreement by response_deadline. You can sign electronically or drop off a physical copy at our management office. Once we receive your signed renewal, we'll send you a countersigned copy for your records.
IF YOU PLAN TO MOVE OUT
If you decide not to renew, your current lease requires written notice as specified in your lease agreement — typically 30–60 days before your lease end date. Please review your lease for the exact notice period and contact us promptly so we can begin transition planning.
Thank you for being a valued resident. Please call me at me::phone if you have questions about the renewal terms or need to discuss your options.
Workflow context
When to use this workflow
Use this workflow when offering a tenant updated lease renewal terms and requesting a signed renewal agreement by a specific deadline.
What this replaces
This replaces manually drafting renewal offers, retyping rent and term details, and checking whether the lease renewal agreement is attached.
Why teams standardize this email
Lease renewal offers affect retention, revenue, and tenant expectations. A workflow helps property teams send consistent terms, deadlines, and acceptance instructions while 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 offer email in Outlook
- Prompts for tenant name, property address, unit number, current lease end date, new lease term, new monthly 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. Lease signing and 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 vary by tenant?
Yes. The workflow prompts for the lease term, rent, and deadline, and the Outlook draft remains editable.
Email workflow audit
Make sure this is the right workflow to standardize first
Use the audit to compare repeatable Outlook emails by volume, risk, and complexity before choosing the first workflow for your team.
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.
Explore Solutions By Role
Operations
See how Toggles helps operations teams standardize repeatable client emails in Outlook.
Customer Success
See how Toggles helps customer success teams standardize repeatable client emails in Outlook.
Legal
See how Toggles helps legal teams standardize repeatable client emails in Outlook.
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
5 Everyday Email Tasks You're Wasting Time On (And How to Fix Them)
Discover how professionals can save hours each week by automating repetitive email tasks, ensuring consistency, and improving communication quality with Toggles for Outlook.
Toggles for Outlook Quickstart Guide
A step-by-step guide for getting started with Toggles for Outlook.
Toggles Business Pro Quickstart Guide
A step-by-step guide for getting started with Toggles for Outlook for your team with Business Pro.