Property · free template

Lease Renewal

Ask a sitting tenant whether they are renewing: the new term they want, the proposed rent, changes to occupants and anything needing fixing first.

A ready-to-use real estate & property form for agents, lettings teams and property managers: 28 questions, 2 pages, 5 conditional rules.

Questions: 28
Pages: 2
Layouts: classic · card
Time to complete: ≈ 6 min
Conditional rules: 5

Preview it in the gallery

Searches this template answers

Also filed under

Compliance checklist

Ready to publish

Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
Legal text not required — passingThis template collects neither health nor regulated financial information.
Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Lease Renewal is built for agents, lettings teams and property managers who need to pre-qualify enquiries and gather documents up front.

Agents, lettings teams and property managers working in real estate & property.
Teams who need to pre-qualify enquiries and gather documents up front without writing code or paying for a custom build.
Anyone replacing viewings booked with people who were never eligible with one structured record per enquiry.
Respondents are buyers, renters and landlords — the form asks them 28 questions across 2 screens.
Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of viewings booked with people who were never eligible and turns each submission into a record your team can act on immediately.

16 questions are required, so submissions arrive complete instead of needing a follow-up email.
It collects a verified email address so replies and confirmations land.
It captures a phone number for urgent follow-up.
It records a signature you can keep as proof of agreement.
It pins the request to a specific date.
It captures a full postal address.
It captures a numeric value you can filter and sort on.
Conditional logic hides 5 questions until they are relevant — shorter forms convert better than long ones.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

1Press “Use this template” — a fresh copy of Lease Renewal lands in your workspace, ready to edit.
2Rename or delete any question, and change what is required. Nothing here is fixed.
3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 5 conditional rules ship with it.

Features conditional validation: if “Do you intend to renew?” is No, I plan to leave, “Date you expect to leave” becomes mandatory before the form can be sent.
Features conditional validation: if “Is the proposed new rent acceptable?” is No, “What you would like to discuss about the rent” becomes mandatory before the form can be sent.
Features conditional validation: if “Have the people living at the property changed?” is Yes, “Who has moved in or out” becomes mandatory before the form can be sent.
Features conditional validation: if “Is anything at the property in need of repair?” is Yes, “What needs attention” becomes mandatory before the form can be sent.
Features conditional validation: if “Are there pets at the property?” is Yes, “Pet details” becomes mandatory before the form can be sent.
All 5 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Renewals are usually decided too late, in a phone call, six days before a fixed term ends. This form asks the question early and in writing. It identifies the property and the current tenancy — start date, end date, current rent and payment day — then asks the only question that matters first: are you renewing, leaving, or undecided. A tenant who is renewing is asked which term they want, whether the proposed new rent is acceptable, and when they would like it to start, so a figure is discussed before a renewal document is drafted. Occupants come next, because households change quietly: someone has moved in, someone has moved out, a pet has arrived, a car now needs a space. The form then asks what needs attention before renewal, which is where most renewal disputes actually live — an outstanding repair that has been mentioned three times and never logged. It closes with contact details, whether the tenant wants a fixed term or a rolling arrangement, and a signature confirming their intention, which is enough to plan around without pretending to be the renewal agreement itself.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Tenancy and intention

Property address
Lead tenant namerequired
Email addressrequired
Contact number
Current tenancy start daterequired
Current tenancy end daterequired
Current monthly rentrequired
Rent payment day
Do you intend to renew?required
Date you expect to leave
Term you would likerequired
Preferred start date for the new term
Proposed new monthly rent
Is the proposed new rent acceptable?required
What you would like to discuss about the rent

Page 2 — Household and property

Have the people living at the property changed?required
Who has moved in or out
Number of adults living at the propertyrequired
Number of children living at the property
Are there pets at the property?required
Pet details
Do you need parking?required
Is anything at the property in need of repair?required
What needs attention
Would you like a property visit before renewal?required
Anything else about the renewal
Tenant signaturerequired
Date completedrequired

28 questions in total.

Example of a completed lease renewal form

This shows how a sitting tenant confirms their renewal intentions and flags what needs fixing first.

Property address: 14 Maple Court, Flat 2
Current tenancy end date: 31 March 2026
Current monthly rent: 1,150
Do you intend to renew?: Yes
Term you would like: 12 months
Proposed new monthly rent: 1,190
Is the proposed new rent acceptable?: Yes
Have the people living at the property changed?: No
Is anything at the property in need of repair?: Yes
What needs attention: The kitchen tap has been dripping for about two weeks.

Sample data — no real people, addresses or records are shown.

How the form changes as it's filled in

This template ships with 5 conditional rules, grouped into 5 behaviours driven by 5 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Do you intend to renew?”

Makes answers required
If “Do you intend to renew?” is No, I plan to leave, “Date you expect to leave” becomes required before the form can be submitted.

Driven by “Is the proposed new rent acceptable?”

Makes answers required
If “Is the proposed new rent acceptable?” is No, “What you would like to discuss about the rent” becomes required before the form can be submitted.

Driven by “Have the people living at the property changed?”

Makes answers required
If “Have the people living at the property changed?” is Yes, “Who has moved in or out” becomes required before the form can be submitted.

Driven by “Is anything at the property in need of repair?”

Makes answers required
If “Is anything at the property in need of repair?” is Yes, “What needs attention” becomes required before the form can be submitted.

Driven by “Are there pets at the property?”

Makes answers required
If “Are there pets at the property?” is Yes, “Pet details” becomes required before the form can be submitted.

Set it up step by step

1
Ask early, in writing
Sending the renewal question two to three months before the end date leaves time to re-let if the answer is no.
2
Put the proposed rent on the form
A figure in a field gets a straight answer; a figure in a phone call gets remembered differently by both sides.
3
Ask who lives there now
Households change without anyone telling the landlord, and renewal is the natural moment to update the record.
4
Capture outstanding repairs
An unlogged repair is the most common reason a renewal turns into a dispute rather than a signature.

Mistakes to avoid

Letting a fixed term lapse into a rolling tenancy nobody chose, then arguing about notice later.
Proposing a rent increase without asking about the property's condition, which invites an immediate objection.
Renewing with the original occupant list, so the agreement no longer describes who actually lives there.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Confirm the term and rent in writing, issue the renewal documents for signature, and log any repairs raised before the new term begins.

Works in both layouts

Browse classic templates Browse card templates

Forms that overlap this one

These pages cover the same subject ground as the lease renewal, matched on the words people actually search for.

Privacy & compliance

This form takes money. Card details are handled by the payment provider and never stored in your response data — you keep the order details, not the card number.

Frequently asked questions

Is this the renewal agreement?

No. It records the tenant's intention and the terms being discussed. The tenancy document is issued separately.

How is it different from a rental application?

An application screens a new tenant. This asks an existing tenant whether they are staying and on what terms.

Can a rent increase be handled here?

The proposed figure can be shown and responded to, but any notice requirements for changing rent follow your local rules.

What if the tenant is undecided?

That is an option, and it tells you to follow up rather than assume. Set a date to ask again.

Is the Lease Renewal template free to use?

Yes. You can preview and test Lease Renewal on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Lease Renewal template ask for?

It asks 28 questions across 2 pages, 16 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Lease Renewal form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this real estate & property form work?

5 conditional rules ship with the template: Features conditional validation: if “Do you intend to renew?” is No, I plan to leave, “Date you expect to leave” becomes mandatory before the form can be sent. Features conditional validation: if “Is the proposed new rent acceptable?” is No, “What you would like to discuss about the rent” becomes mandatory before the form can be sent. Features conditional validation: if “Have the people living at the property changed?” is Yes, “Who has moved in or out” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Lease Renewal form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Lease Renewal form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Is the signature on this form legally usable?

The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.

More forms teams pair with the lease renewal.

Related categories

All Real Estate & Property templates

Lease Renewal

Searches this template answers

Also filed under