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Renewal Lease Form

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RENEWAL LEASE FORM

Owners and Tenants should read INSTRUCTIONS TO OWNER and INSTRUCTIONS TO TENANT on reverse side before filling out or signing this form.

THIS IS A NOTICE FOR RENEWAL OF LEASE AND RENEWAL LEASE FORM ISSUED UNDER SECTION 2523.5(a) OF THE RENT STABILIZATION CODE. ALL COPIES OF THIS FORM MUST BE SIGNED BELOW AND RETURNED TO YOUR LANDLORD WITHIN 60 DAYS.

Dated: 20

Tenant's Name(s) and Address:

Owner's / Agent's Name and Address:

1. The owner hereby notifies you that your lease will expire on:

PART A - OFFER TO TENANT TO RENEW

2. You may renew this lease, for one or two years, at your option, as follows:

Column A
Renewal Term		 Column B
Legal Rent on Sept. 30th Preceding Commencement Date of this Renewal Lease		 Column C
Guideline % or Minimum $ Amount
(If unknown, check box and see below) 		Column D
Applicable Guideline Supplement, if any		 Column E
Lawful Rent Increase, if any, Effective after Sept. 30th		 Column F
New Legal Rent (If a lower rent is to be charged, check box and see item 5 below)
1 Year $ ( % ) $ $ $ $
2 Years Same as above ( % ) $ $ $ $

* If applicable guideline rate is unknown at time renewal lease offer is made, check box in column C and enter current guideline which will be subject to adjustment when rates are ordered.

3. Security Deposit:

Current Deposit: $

Additional Deposit Required - 1 year lease: $

Additional Deposit Required - 2 year lease: $

4. Specify separate charges, if applicable:

a. Air conditioner : $

b. Appliances : $

c. 421a (2.2)% : $

d. Other: $

Total separate charges: $

5. Lower Rent to be charged, if any. 1 year lease $ , 2 year lease $ Agreement attached: Yes No

6. Tenant shall pay a monthly rent (enter amount from 2F or 5) of $ for a 1 year renewal or $ for a 2 year renewal, plus separate charges totaling $ for a total monthly payment of $

7. This renewal lease shall commence on , which shall not be less than 90 days nor more than 150 days from the date of mailing or personal delivery of this Renewal Lease Form. This Renewal Lease shall terminate on (1 year lease) or (2 year lease).

8. This renewal lease is based on the same terms and conditions as your expiring lease. (See instructions about additional provisions.)

9. SCRIE and DRIE. Owner and Tenant acknowledge that, as of the date of this Renewal Lease, Tenant is entitled to pay a reduced monthly rent in the amount of $ under the New York City SCRIE program or the New York City DRIE program. The reduced rent may be adjusted by orders of such program.

This form becomes a binding lease renewal when signed by the owner below and returned to the tenant. A rider setting forth the rights and obligations of tenants and owners under the Rent Stabilization Law must be attached to this lease when signed by the owner and returned to the tenant. The rent, separate charges and total payment provided for in this renewal lease may be increased or decreased by order or annual updates of the Division of Housing and Community Renewal (DHCR) or the Rent Guidelines Board (RGB).

PART B - TENANT'S RESPONSE TO OWNER

Tenant: Check and complete where indicated one of the two responses below after reading instructions on reverse side. Then date and sign your response below. You must return this Renewal Lease Form to the owner in person or by regular mail, within 60 days of the date this Notice was served upon you by the owner. Your failure to do so may be grounds for the commencement of an action by the owner to evict you from your apartment.

I (we), the undersigned Tenant(s), accept the offer of a one (1) year renewal lease at a monthly rent of $ , plus separate charges of $ for a total monthly payment of $ .

I (we), the undersigned Tenant(s), accept the offer of a two (2) year renewal lease at a monthly rent of $ , plus separate charges of $ for a total monthly payment of $ .

I (we) will not renew my (our) lease and I (we) intend to vacate the apartment on the expiration date of the present lease.

Dated: 20

Dated: 20

Tenant's Signature(s):

Owner's Signature(s):

RTP-8 (3/10)

INSTRUCTIONS TO OWNER

At least two copies of this completed Renewal Lease Form must be mailed to the tenant in occupancy or personally delivered no more than 150 days and not less than 90 days prior to the end of the tenant's lease term. The owner shall also make this Form available in Spanish upon request of the tenant.

If the owner offers a Renewal Lease less than 90 days prior to the expiration of the existing lease, the lease term selected by the tenant shall begin at the tenant's option either (1) on the date a renewal lease would have begun had a timely offer been made or (2) on the first rent payment date occurring no less than 90 days after the date that the owner does offer the lease to the tenant. The guideline rates applicable for such lease shall be no greater than the rate in effect on the commencement date of the lease for which a timely offer should have been made, and the increased rent shall not begin before the first rent payment date occurring no less than 90 days after such offer is made.

The owner must fully complete PART A on the reverse side of this Form explaining how the new rent has been computed. Any rent increase must not exceed the applicable Rent Guidelines Board adjustments plus other adjustments authorized by the Rent Stabilization Code.

Failure to file a current registration for this housing accommodation with DHCR bars the collection of any guidelines increase after such registration should have been filed. This sanction is lifted prospectively upon the filing of a proper registration.

This Renewal Lease must be offered on the same terms and conditions as the expiring lease, except for such additional provisions as are permitted by law or the Rent Stabilization Code which must be set forth by the owner and attached to this Form. If there are any additional lawful agreements between the owner and tenant, a copy signed by both parties must be attached to this Form.

INSTRUCTIONS TO TENANT

If you wish to accept this offer to renew your lease, you must complete and sign this Renewal Lease Form in the space provided in PART B on the reverse side of this Form, and you must return all copies of the signed Lease Form to the owner in person or by regular mail within 60 days of the date this Form was served upon you. You may wish to make a copy for your own records. If you are the recipient of a Senior Citizen Rent Increase Exemption, or a Disability Rent Increase Exemption, your monthly rent is listed in item 9 and you must select a one-or-two-year lease, or you will lose this exemption.

Before you complete and sign PART B and return this Renewal Lease Form, be sure to check that all lawful provisions and written agreements have been added by the owner to this Form. Please read all attachments carefully. If such other lawful provisions appear, part of this lease renewal offer and renewal lease. If there are any lawful agreements between you and the owner, attached copies must be signed by both parties.

If you question the Legal Regulated Rent or the rental adjustments specified on the front of this Renewal Lease Form, ask the owner for an explanation. Or, you may telephone the NYS Division of Housing and Community Renewal (DHCR), Office of Rent Administration, at (718) 739-6400, before the end of the 60 day period from the date this Form was served upon you.

If the owner agrees to a rent which is lower than the legal regulated rent, this lower amount should be entered in item 5 on the reverse side of this Form, and a signed copy of the agreement should be attached. You may not change the content of this Renewal Lease Form without the owner's written consent. If a lower rent amount is listed in item 5 and such rent is a "preferential rent", upon renewal the owner may increase the rent to the legal rent listed in item 2 plus all subsequent lawful adjustments.

Your acceptance of this offer to renew shall constitute a renewal of the present lease for the term of years and rent accepted, subject to any other lawful changes which appear in writing on the attachments to this Form, and subject also to payment of the new rent and additional security, if any. Such additional security shall be deposited by the owner in the manner provided for in initial occupancy.

If you do not sign and return this Renewal Lease Form at the new rent (which appears in column "F" on item 5 on the reverse side of this Form) in accordance with the instruction, and within the prescribed 60 day period, the owner may have grounds to start proceedings to evict you from your apartment.

State of New York
Division of Housing and Community Renewal
Office of Rent Administration/Gertz Plaza
92-31 Union Hall Street
Jamaica, New York 11433
Web Site: www.nyshcr.gov

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What the Renewal Lease Form Is and when it’s used

A Renewal Lease Form is a contractual document that extends or modifies an existing residential or commercial lease without creating an entirely new agreement. It records agreed changes — for example, extended term, updated rent, revised responsibilities for utilities or maintenance, and any new addenda — while referencing the original lease. In many transactions the Renewal Lease Form serves as an amendment and must be signed by the same parties or authorized agents. Electronic execution is generally permissible under U.S. law when ESIGN/UETA requirements are met.

Why using a formal Renewal Lease Form matters

A clear Renewal Lease Form reduces disputes, documents mutual consent to new terms, preserves notice and renewal periods, and helps landlords comply with state notice rules and tax recordkeeping requirements.

Why using a formal Renewal Lease Form matters

Typical users and role distinctions

Organizations and individuals use Renewal Lease Forms when an existing tenancy continues under revised terms or renewed duration.

  • Property managers and landlords who renew multiple leases and need consistent, auditable amendments.
  • Tenants who accept new rent or term changes and must document consent.
  • Authorized agents and attorneys who sign on behalf of corporate lessors or institutional owners.

Use formal execution and retention practices to ensure the renewal is enforceable and discoverable in disputes or audits.

Who can sign the renewal

Property Manager

The property manager or landlord is typically the signature authority for renewing a lease on behalf of the owner. If signing for a company or trust, use the entity’s exact legal name and ensure the signer has documented authorization (board resolution or power of attorney) to avoid later challenges.

Tenant / Guarantor

The tenant (or authorized corporate representative) must sign to demonstrate consent to new terms. If a guarantor exists, include a separate signature block for the guarantor and confirm that any corporate signatory includes printed name and title for attribution.

Essential data elements to include

Parties: Full legal names
Premises: Street, unit, city, state, ZIP
Term: Start and end dates
Rent: Monthly amount and due date
Deposit: Security deposit amount
Signatures: Signed and dated lines

Core clauses a professional Renewal Lease Form should include

A well-constructed Renewal Lease Form keeps essential clauses clear and measurable so both parties understand obligations and remedies during the extended term.

Identification

Reference the original lease by date and parties, and clearly identify the unit or premises to avoid ambiguity about which lease is being renewed, including original lease file or docket numbers where applicable.

Renewal Term

Specify the renewed term start and end dates, whether renewal is month-to-month, fixed-term, or subject to future automatic renewals, and state how early termination or holdover will be handled.

Rent & Adjustments

State the new rent amount, payment schedule, late fees, and any formula for future increases (CPI, fixed percent), plus when increases take effect and notice procedures for tenants.

Security Deposit

Confirm whether existing deposit continues, if new deposit is required, and how it will be held, returned, or applied consistent with state law and original lease terms.

Repairs & Maintenance

Clarify maintenance responsibilities, any new obligations, and which repairs require landlord approval or contractor use; reference standards and response times if agreed.

Signatures & Authority

Provide dated signature blocks for all parties or authorized representatives, include printed names and titles, and state whether notarization or witness is required by local law.

Step-by-step completion and execution process

Follow these sequential steps to prepare, agree, and finalize a Renewal Lease Form with minimal errors.

  • 01
    Prepare draft: Reference original lease and populate updated fields.
  • 02
    Send to parties: Deliver draft with clear change highlights.
  • 03
    Collect signatures: Obtain signatures and dates from authorized signers.
  • 04
    Distribute copies: Provide executed copies to all parties and retain originals.

Typical execution workflow for electronic renewals

Electronic renewals follow a predictable sequence from upload to executed copy; plan authentication and delivery steps in advance.

  • Upload: Upload original and renewal document to signing platform.
  • Assign fields: Place signature, date, and initials fields where required.
  • Authenticate: Select signer authentication level (email, SMS, KBA).
  • Complete: Capture signed PDF and audit trail for retention.

Technical and integration considerations for e-signing

Make sure your signing platform supports required file formats, authentication, and integrations with your property management system.

  • File formats: PDF, DOCX
  • Integrations: Salesforce | NetSuite | Google Workspace
  • Authentication: Email, SMS, KBA

Choose a platform that captures an audit trail, supports HIPAA/21 CFR compliance if needed, and integrates with your document storage or accounting systems for efficient recordkeeping.

Common field settings for a Renewal Lease Form workflow

Configure form fields and notifications to match your operational needs and reduce signer errors.

Field Configuration
Signature Field Required; signer attribution enabled
Date Field Auto-fill current date optional
Initials Field Require for each page if used
Notifications Send reminders at 3 and 7 days

Key legal risks and consequences

Invalid Signature: May be unenforceable
Unclear Terms: Leads to tenant disputes
Late Notice: Missed statutory renewal rights
Incorrect Rent: Triggers refund or penalties
Improper Notarization: Affects record admissibility
Recordkeeping Failures: Exposes tax and audit risk

Common preparation and execution mistakes

  • Failing to reference the original lease precisely, which can create ambiguity about which obligations continue and which are modified.
  • Using vague rent language such as 'market rate' without a defined calculation or notice process for adjustments.
  • Permitting unsigned or initialed pages without full execution, risking partial acceptance or later disputes about whether renewal occurred.
  • Neglecting to confirm signer authority for corporate parties, creating grounds to challenge enforceability.

Practical tips for accurate and efficient renewals

Adopt consistent processes and clear language to reduce friction and legal exposure during renewals.

Confirm identities and authority
Verify tenant and signatory identities, and document corporate authority when applicable; keep ID copies or board resolutions in the file to support later enforcement or accounting records.
Use clear rent formulas
If rent changes automatically (CPI or fixed percent), include the exact calculation method and effective date to prevent disputes and provide notice clarity.
Attach exhibits and amendments
Include any modified rules, pet addenda, parking or storage assignments, and condition reports as exhibits to the renewal so all terms are in one executed package.
Keep auditable records
Retain executed PDFs and an audit trail showing signer attribution and timestamps; maintain a searchable filing system tied to unit and tenant identifiers.

Time-sensitive deadlines to track for renewals

Certain deadlines determine notice periods and tax reporting; track them to avoid missed opportunities or penalties.

Notice to Renew:

Typically 30–90 days before lease end depending on lease and state

Rent Increase Notice:

Often 30 days' advance notice for month-to-month tenancies

Execution Deadline:

Agree on a signing window (commonly 7–14 days)

Tax Recordkeeping:

Retain records at least 3 years per IRS rules

Security Deposit Accounting:

Follow state deadlines for deposit notices and returns

Milestones from renewal notice to final retention

Plan milestones to coordinate notice, negotiation, execution, and long-term recordkeeping for each renewed lease.

01

Issue Notice

Landlord or tenant provides renewal or nonrenewal notice within agreed window

02

Negotiate Terms

Parties agree on rent, term, and amendments

03

Execute Renewal

Both parties sign, date, and notarize if required

04

File & Store

Distribute executed copies and archive originals

Real-world examples of renewal workflows

Below are customer scenarios illustrating how organizations use online renewal forms to reduce friction and improve recordkeeping.

Martin Properties

Tim Martin, Founder, Martin Properties streamlined renewals by moving online to eliminate in-person signings.

  • Processed renewals remotely for tenants.
  • Resulted in consistent execution, clear audit trails, and the ability to finalize multiple renewal agreements without on-site meetings using an e-signature workflow.

Optica Ventures

Brian Fitzgibbons, COO, Optica Ventures used templated renewals to standardize changes across properties.

  • Standard templates reduced drafting time.
  • Templates ensured each renewal referenced the original lease correctly, lowered negotiation friction, and improved consistency across a multi-property portfolio.

eSignature vendor feature snapshot for Renewal Lease Forms

Compare common vendor features that matter for renewal processing: starting price, trial availability, bulk send, audit trail, and HIPAA support.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about Renewal Lease Forms

Answers to common legal and operational questions about renewing leases, signing electronically, and retention expectations.


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