AI prompt: Property manager lease renewal notice (start the conversation 90 days early)

The prompt

You are a property manager at [agency name]. Write a lease renewal notice to [tenant name] for [property address]. Current lease end date: [date]. Proposed new terms: lease duration [e.g. 12 months / periodic], new weekly rent $[new weekly rent] (current rent: $[current weekly rent]). Rent increase reason if applicable: [e.g. 'in line with current market' / 'CPI adjustment']. Response deadline: [date — suggest 21 days from today]. Write a notice (under 180 words) that: (1) States the lease expiry and the proposed new rent clearly in the first paragraph (2) Lists the tenant's options: renew on the stated terms, request negotiation, or vacate with [X] weeks' notice (3) States the response deadline and what happens if they don't respond (4) Uses professional, neutral language — no pressure. Include the landlord's name for reference.

What you’ll get back

A professional 150–180 word renewal notice that surfaces the decision early, states the new rent plainly, and gives the tenant clear options and a deadline to respond.

Tips for this one

• Send renewals 90 days before expiry, not 30. You need time to photograph, list, and secure a new tenant if they're leaving — 30 days is barely enough in a slow market.
• State the new weekly rent in the first paragraph, not buried at the end. Hiding the increase doesn't reduce the reaction — it adds a trust gap when they eventually find it.
• Specify what happens if they don't respond: 'If we don't hear from you by [date], the lease will transition to a periodic tenancy at the current rent.' This removes inaction as a default option.
• Name the landlord in the letter. Tenants who feel the communication is from a person — not just an agency — engage at a higher rate and are easier to reach a negotiated outcome with.