Bulk sending of renewal notices: a quick guide

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The Reports > Renewal notices section is designed to give you a clear view of your notices, centralize sending, and then make it easier to follow up on responses — without having to jump between several screens.

Goal: generate → review → send → track your notices, in the same place.

Before you start

Make sure that:

• The lease / rent is set up properly (tenant, dates, unit information).
• The tenant’s contact details are up to date (email, name).
• You have the information needed to complete the notice (e.g. increase, renewal, conditions, etc.).
• You respect the applicable deadlines for your situation (Plexflow helps with tracking, but does not replace legal advice).

Step 1 — Open the section

1. Go to Reports
2. Click Renewal notices

You arrive at a view that groups your notices (according to your filters and period), with useful indicators to see:

• which notices still need to be prepared
• which are Ready to send?
• which have been Sent
• which have a Response

Step 2 — Generate your notices

In Renewal notices, select the period or the leases concerned, then:

1. Choose the units / tenants concerned
2. Start generating the notices
3. Check that the information (dates, amounts, conditions) matches what you intend

💡 Tip: do this in bulk if you have several renewals to manage. This helps avoid omissions.

Step 3 — Review before sending

Before sending, take 2 minutes to confirm:

• The right tenant (and their email)
• The right unit / address
• The dates (end of lease, effective date)
• The amounts / changes shown
• Attachments or additional information, if applicable

✅ This step prevents 90% of errors (wrong recipient, wrong amount, wrong date).

Step 4 — Send the notice

Once the notice is ready:

1. Click Send
2. Confirm the sending (according to the flow displayed)
3. The notice is then marked as Sent in your tracking

📌 Important: sending through Plexflow lets you keep a record and centralize follow-up, but always keep your evidence and documents according to your needs.

Step 5 — Track responses and status

After sending, the Reports > Renewal notices section becomes your tracking board:

• notice status (Sent, Pending, or Answered)
• Follow-ups to do (if needed)
• A quick view to spot cases “to be handled”

💡 Tip: set up a routine (e.g. twice a week) to quickly spot notices with no response.

Best practices (recommended)

• Send in batches, then review a sample before the final send if you have many units.
• Add an internal note when a file is unusual (negotiation, verbal agreement, special situation).
• Send early enough to leave yourself some room if a tenant responds late or if you need to correct a detail.

Terminology note

In Plexflow, we prefer the term “renewal notice” rather than “notice of increase”.

The term “renewal notice” covers a broader set of elements, such as lease renewal, changes to the conditions, and any variation in the rent, including an increase.

That said, in practice these two expressions are often used interchangeably.

Updated on: 13/11/2026