Lease renewal tracking at lettings agencies requires manual scanning of spreadsheets, cross-referencing multiple tools, and sending personalized notices to tenants and landlords. Manual processes create missed deadlines, duplicate communications, and void periods when leases expire without renewal.
Automation monitors lease expiry dates daily, identifies renewals due within 90 days, checks renewal status automatically, and dispatches personalized notices to all parties.
The full workflow, from trigger to completion.
The automation platform checks the lease register daily for any lease expiring within 90 days and no renewal recorded.
The automation queries the lease data, filters by expiry date range, and compiles a list of leases requiring renewal action.
The automation queries to verify whether a renewal has already been initiated or completed for each lease.
A personalized renewal notice is automatically sent to the tenant and landlord, with all lease details populated from the register.
The automation records the renewal notice send date, recipient, and status immediately after sending.
A follow-up reminder is automatically created for 30 days after the notice send date.
A summary notification is posted listing all leases with renewal notices sent and any that require manual follow-up.
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