What is the lease renewal response form template?
Chasing tenants for a yes or no on renewal eats time, and a vague reply by text doesn't give you what you need to plan. This template asks the question clearly and then follows up on whatever the tenant chooses: the term and start date if they're renewing, what they want to discuss if they'd like changes, the move-out date and forwarding address if they're leaving, or when they'll know if they haven't decided.
Because each answer opens only its own follow-up questions, a tenant who's simply renewing is done in a couple of minutes, while one who wants to negotiate can list rent, repairs, occupants, pets or parking. A short satisfaction rating and a question about outstanding repairs give you useful feedback either way.
Each response is saved as a signed PDF in your FileIt vault, filed with the tenancy, so you have a dated record of what the tenant told you and when.
- Best for
- Landlords, letting agents and property managers approaching lease end dates
- Filled in by
- The tenant (one response per household)
- Time to complete
- About 3 minutes
- Includes
- Four decision paths, term and date preferences, repairs, satisfaction rating, signature
Who uses a lease renewal response form?
- A property manager sending renewal questions to every tenant whose lease ends in the next few months
- An independent landlord who wants a written answer rather than a phone call
- A student housing provider collecting renewals for the next academic year
- A landlord planning viewings, who needs to know early which tenants are leaving
- A letting agent gathering tenants' requests before negotiating renewal terms with the owner
- A build-to-rent operator collecting feedback and repair issues alongside renewal intentions
Questions on this lease renewal response form
24 questions over 3 pages · includes signature, conditional questions, multiple pages, consent checkbox, ratings.
1 Your tenancy
- Your name*
- Email*
- Phone
- Other tenants on the lease
- Rental property*
- Unit / apartment number
- Current lease ends*
- Landlord / property manager
2 Your decision
- Will you renew your lease?* Yes — renew on the terms offered · Yes — renew, but I'd like to discuss some changes · No — I will move out when the lease ends · I haven't decided yet
- Term you'd like* asked only when it applies 6 months · 12 months · 18 months · 24 months · Month-to-month / periodic · Other
- Preferred renewal start date asked only when it applies
- What would you like to discuss?* asked only when it applies Rent amount · Length of term · Repairs or improvements before renewing · Adding an occupant · Removing someone from the lease · Keeping a pet · Parking or storage
- Tell us more asked only when it applies
- Planned move-out date* asked only when it applies
- Main reason for leaving asked only when it applies Buying a home · Relocating for work or study · Need more or less space · Cost · Condition of the property · Other
- Forwarding address asked only when it applies
- Can we show the property to new tenants before you leave? asked only when it applies
- When will you be able to decide?* asked only when it applies
- Anything that would help you decide? asked only when it applies
3 Anything else
- Any outstanding repairs we should know about?
- How happy have you been living here?
- Other comments or questions
- Please confirm*
- Signature*
The lease renewal response form, page by page
1 Your tenancy
Your name, email, phone, Other tenants on the lease, the Rental property and unit number, the date the Current lease ends, and the Landlord / property manager.
2 Your decision
Will you renew your lease? has four answers. Renewing (with or without changes) asks for the Term you'd like and a Preferred renewal start date. Renewing with changes also asks What would you like to discuss? — rent, term, repairs, occupants, a pet, parking or something else — with space to explain.
Choosing to leave asks for the Planned move-out date, the main reason, a forwarding address and whether the property can be shown before they go. Undecided tenants say when they'll be able to decide and what would help.
3 Anything else
Outstanding repairs, a five-star How happy have you been living here? rating, other comments, a confirmation that the form states intentions only and that a renewal takes effect once both parties sign an agreement, and a signature.
Make the template yours
- Edit the term options to the lengths you actually offer
- Add the new rent and terms to the cover text or a paragraph so tenants respond to a specific offer
- Set a close date so the form stops accepting responses after your renewal deadline
- Send it as a request to each tenant so you can see who hasn't responded yet
- File responses under each property's folder next to the current lease
- Remove the satisfaction rating if you collect feedback separately
Tips for a better lease renewal response form
- Send the form well before any notice period in the lease starts, so tenants have time to decide
- Follow up with undecided tenants on or just after the date they gave you
- Treat repair requests raised here as real maintenance reports, not just renewal feedback
- Confirm any agreed changes in the new lease itself — the form records a request, not an agreement
- Use leaving tenants' reasons to spot patterns, such as rent or condition concerns
Every response becomes a PDF in your vault
When the tenant signs, FileIt saves a PDF of their response — tenancy details, their decision and follow-up answers, comments and signature — in the folder you've chosen, and emails you. The tenant can receive their own copy.
From there you prepare the renewal agreement, open a negotiation, or plan for the move-out and re-letting. FileIt doesn't generate the new lease, so the PDF is your record of what the tenant asked for.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Lease renewal response form: frequently asked questions
Is this lease renewal form free?
Yes. It's a starter template in FileIt's Forms app on every plan, and fully editable.
Does submitting this form renew the lease?
No. It records the tenant's intentions. The confirmation on the form says a renewal only takes effect once a new or extended agreement is signed by both parties.
Does it count as formal notice to leave?
That depends on what the lease and local rules require for notice. Check them — this form doesn't replace any notice procedure they set out.
Do tenants need an account?
No. They open a link or an emailed request and fill it in.
Can joint tenants respond together?
Yes. One tenant fills it in and names the others on the lease; if you need each tenant's signature, add more signature fields in the designer.
Can I see who hasn't replied?
If you send the form as individual requests, FileIt shows which requests are still outstanding.