This guide explains how Apex Property Management manages the lease renewal process for properties with existing tenants. Our goal is to ensure smooth renewals, protect your rental income, and address potential issues ahead of time. Lease renewals are a natural checkpoint in your property’s lifecycle, and our goal is to make them simple, proactive, and rewarding. Together, we can ensure your rental income stays consistent, your residents stay satisfied, and your investment remains well-maintained.

🗓 Step 1: Timing & Owner Notification

We begin the lease renewal process approximately 3 months before the current lease end date. This ensures enough time to either prepare for a lease renewal or plan for a potential move-out. Late renewals can cause a tenant to rethink their residency and feel a lack of security, leading to vacancy.

• Because our management agreement is month-to-month, we will always proceed with renewal if the tenant is eligible.

➡️ Owner Action Required: You must notify us if you do not wish to renew with the current tenant or plan to end management before the renewal process begins. Our team does not preemptively seek approval in order to begin.

🔍 Step 2: Tenant Eligibility & Interest

We assess tenant eligibility for renewal based on:

• Late payments or consistent payment issues
• Damage to the property
• Poor maintenance or failure to follow lease terms

We also check tenant interest with a soft communication to determine if they plan to renew or may have other plans, such as purchasing a home or relocating.

Early communication helps us anticipate move-outs ahead of the 30-day notice period, reducing vacancy risk and allowing for timely planning.

🏠 Step 3: Annual Inspection

Once eligibility is confirmed, we coordinate an annual property inspection with the tenant. Read more about Apex’s general inspection practices in this guide - Inspection Standards - Summary.

Inspection Process:

• Conducted in-person by an Apex team member
• Full walkthrough of the interior and exterior