Lease Renewal and Vacancy Management Template

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Ensure efficient lease management and minimize property vacancies with this comprehensive template. It helps property managers prioritize tasks based on urgency and importance, covering everything from reviewing lease expiry dates to marketing vacant properties.

By leveraging this template, you can keep track of lease timelines, coordinate property repairs, and prepare detailed reports, leading to a stable and steady income stream.

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Lease Renewal and Vacancy Management for Priority Matrix

Lease Renewal and Vacancy Management in Priority Matrix

Effectively manage lease renewals and vacancies to ensure steady property income and minimize extended vacancies.

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Proposed Tasks

Critical & Immediate

  • Inspect Vacant Properties
    ☐ Arrange property inspections ☐ Identify necessary repairs or upgrades
  • Review Lease Expiry Dates
    ☐ Identify leases due for renewal in the next month ☐ Send renewal notices to tenants

Critical & Not Immediate

  • Market Vacant Properties
    ☐ Prepare marketing material ☐ Advertise on property platforms ☐ Arrange and conduct viewings
  • Negotiate Lease Renewals
    ☐ Discuss terms with existing tenants ☐ Send lease renewal contracts

Not Critical & Immediate

  • Coordinate Property Repairs
    ☐ Engage contractors ☐ Oversee repair works
  • Process New Leases
    ☐ Review applications ☐ Perform background checks ☐ Finalize lease contracts

Not Critical & Not Immediate

  • Attend Property Management Meetings
    ☐ Prepare for meetings ☐ Discuss lease renewal and vacancy management strategies
  • Prepare Monthly Reports
    ☐ Compile lease renewal and vacancy data ☐ Prepare and submit reports
  • Review Rent Collection
    ☐ Check rent payments ☐ Send reminders for late payments
  • Update Property Listings
    ☐ Review and update property details on listings ☐ Remove leased properties from listings