Lease Expiry Outreach for Commercial Real Estate Brokerages
Last updated: March 2026
Overview
217 million square feet of office leases expired in 2024-2025. Each expiring lease is either a retention win or a costly vacancy. The difference comes down to timing. Brokerages that reach out early keep tenants. Those that scramble at the last minute lose them.
Most small CRE firms track lease expirations with calendar reminders or spreadsheets. That approach works until it doesn't — and when it fails, the cost is steep. Tenant replacement runs 3x higher than retention. Add leasing commissions at 4-6% of total lease value, plus months of vacancy, and a single missed expiration becomes a five-figure loss.
Automated lease expiry outreach eliminates the guesswork. The system monitors every lease in your portfolio, triggers outreach at the right intervals, and ensures no expiration date slips through the cracks.
The Problem
Your team tracks lease expirations through manual calendar entries and spreadsheets. By the time someone notices a lease is expiring, only 30-45 days remain. The tenant has already started looking at other options. Replacing that tenant costs 3x more than keeping them — between leasing commissions, tenant improvement allowances, and months of vacancy at $15-$50 per square foot.
The Solution
Elevasis monitors every lease in your portfolio and triggers automated outreach at 120, 90, 60, and 30 days before expiration. The system sends personalized renewal conversations to tenants, schedules satisfaction check-ins, and alerts your team when a tenant needs direct attention. Your brokers spend time on relationships, not on tracking dates.
How It Works
- 1
Import Lease Data from Your System
Connect your property management tools. Elevasis pulls lease terms, expiration dates, and tenant contact details into a single tracking dashboard.
- 2
Set Outreach Windows for Each Lease
Configure renewal outreach at 120, 90, 60, and 30 days before expiration. Different lease types get different sequences.
- 3
Trigger Automated Tenant Outreach
The system sends personalized renewal messages at each interval. Tenants receive satisfaction surveys and renewal discussion invitations on schedule.
- 4
Flag At-Risk Tenants for Broker Action
When a tenant doesn't respond or signals dissatisfaction, the system alerts your broker immediately. No tenant falls through the cracks.
- 5
Track Renewal Outcomes and Portfolio Health
Every lease renewal, non-renewal, and renegotiation feeds into your portfolio dashboard. You see renewal rates by property, broker, and tenant type.
Results
Brokerages using automated lease expiry outreach start renewal conversations 75 days earlier on average. Renewal rates improve by 10-15%, and each retained tenant saves 3x the cost of finding a replacement. Teams spend less time chasing dates and more time building tenant relationships.
Frequently Asked Questions
The system accepts custom expiration dates and outreach timing for any lease. You can set a 180-day sequence for anchor tenants or a 60-day sequence for month-to-month holdovers. Edge cases don't break the automation — they just get their own rules.
Absolutely. Automated outreach creates tasks and sends initial touchpoints, but brokers control the actual negotiation. The system supports your team — it doesn't replace the relationship. Brokers can mark any tenant as 'manual handling only' to stop automated contact.
Each property or owner group can have separate outreach templates and broker assignments. The dashboard shows expirations across your entire portfolio, but communications stay branded and personalized per property. You get unified visibility without losing individual property identity.
Most brokerages are running within two weeks. The main variable is getting your lease data into a consistent format. If you already use property management software, the connection is straightforward. If you're working from spreadsheets, we'll help you structure the import.
The lease expiry system focuses on your owned data — tenant contacts, lease terms, and expiration dates. For market comps during renewal conversations, your team continues using CoStar or LoopNet as they do today. Integration with deal pipeline tools like Buildout or ClientLook is available for tracking renewal outcomes.
Early warning is still valuable. Knowing at 90 days instead of 30 days gives you time to market the space, find replacement tenants, and negotiate tenant improvement terms without vacancy gaps. The system can trigger listing workflows automatically when a non-renewal is confirmed.
Ready to Automate Your Business?
Show me how automated lease expiry outreach works — book a 15-minute demo.