How to Track Lease Renewals in a Spreadsheet

Renewals discovered 30 days before expiration force rushed offers and vacancy turnover that could have been avoided at 90 days. A free lease renewal tracker spreadsheet lists units, lease expiration, renewal offer, status, and expiring-soon flags.

Renewal pipeline columns

1. Unit and current tenant
2. Lease expires
3. Current rent vs. proposed renewal rent
4. Offer sent date
5. Status — pending, accepted, declined, notice to vacate
6. New lease start — when accepted

Filter expiring within 90 days weekly — that is the leasing team’s production list, not a calendar reminder.

Declined renewals feed availability

When status = notice to vacate, the unit should appear on your availability board workflow — vacancy marketing starts the day notice is signed, not the day they move out.

Align with property management rent rolls

Operators who both lease and manage should mirror accepted renewal rent on the rent roll and tenant tracker — rent roll drift after renewals causes owner reporting errors.

When leasing CRM software wins

Automated renewal offers, e-sign, and PMS integration justify tools at large portfolios. Small leasing offices often renew from a sheet until volume or owner reporting requirements push them to AppFolio-class systems.

These templates are renewal workflow tools, not lease documents. Use state-compliant lease forms and notice periods.