Rental Contract Management Template

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Streamline your rental contract management with this comprehensive template. Designed for Area Lettings Managers, it covers all aspects of handling rental contracts, from setting renewal reminders to managing terminations and ensuring compliance with local laws.

With tasks focused on organization, communication, and legal coordination, this template ensures that no contract detail slips through the cracks, providing a structured approach to rental contract management.

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Rental Contract Management for Priority Matrix

Rental Contract Management in Priority Matrix

Efficiently manage and monitor rental contracts, ensuring timely renewals and terminations.

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Proposed Tasks

Critical Dates

  • Organize contract documents
    ☐ Organize all contract documents and ensure they are easily accessible
  • Prepare new contracts
    ☐ Prepare new contracts for incoming tenants
  • Report on contract status
    ☐ Prepare and deliver regular reports on the status of all rental contracts
  • Set reminders for contract renewal dates
    ☐ Create a list of all contracts due for renewal in the next 6 months ☐ Set reminders for each contract
  • Update contract database
    ☐ Update the database with all changes to contracts, renewals, and terminations

Contract Review

  • Ensure contract compliance
    ☐ Ensure all rental contracts are in compliance with local laws and regulations
  • Implement contract management software
    ☐ Research and implement a contract management software to streamline the contract management process
  • Prepare for contract negotiations
    ☐ Prepare for any potential contract negotiations
  • Review rental contracts
    ☐ Review terms and conditions of each contract ☐ Identify any potential issues or concerns
  • Schedule contract reviews
    ☐ Schedule regular reviews of all rental contracts
  • Update contract terms
    ☐ Update contract terms and conditions as necessary

Renewals

  • Contact tenants for contract renewals
    ☐ Contact each tenant whose contract is due for renewal ☐ Discuss renewal terms and conditions ☐ Finalize and sign renewal contracts
  • Follow up on contract renewals
    ☐ Follow up with tenants who have not responded to renewal reminders
  • Manage late contract renewals
    ☐ Manage any contracts that are renewed late
  • Send renewal reminders to tenants
    ☐ Send reminders to tenants whose contracts are due for renewal

Terminations

  • Archive terminated contracts
    ☐ Archive all terminated contracts
  • Coordinate with legal team
    ☐ Coordinate with the legal team on any contract disputes or issues
  • Handle contract terminations
    ☐ Review termination procedures for each contract ☐ Ensure all procedures are followed correctly
  • Manage contract disputes
    ☐ Manage any disputes or issues that arise during contract renewals or terminations
  • Monitor contract termination dates
    ☐ Monitor all contract termination dates and ensure they are handled promptly