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# How to send an individual renewal notice in Plexflow

[Video](https://www.youtube.com/embed/RclqMaAQYoM?rel=0)

This article explains how to prepare and send an **individual renewal notice** in Plexflow, following a simple process in **three steps**:

1. complete the content,
2. choose the template and sign,
3. send the notice to the tenant.

> 💡 **Good to know**
> Plexflow also lets you send renewal notices **in bulk** (grouped notices for several units). This article covers **individual notices** only.

## 1. Step 1 – Complete the content of the renewal notice

The first step is to prepare all the basic information for the renewal notice.

### 1.1 Open Rent Details

1. From your **dashboard**, select:
   - the **property** in question;
   - the **correct unit**;
   - the **rent period** covered by the renewal.
2. You then arrive in **Rent Details**.

Click the **Renewal** tab to open the individual renewal notice module.

### 1.2 Owner information

In the owner section, you can:

- check or enter the owner’s **name**;
- enter the **phone number**;
- confirm the **civic address**.

This information will be used to personalize the renewal documents.

### 1.3 Renewal details

You must then complete the main renewal elements:

- the **new rental period** (start and end dates);
- the **effective date** of the new rent;
- the **new rent amount**.

### 1.4 Tribunal administratif du logement (TAL) grid

Plexflow lets you consult the **increase suggested by the Tribunal administratif du logement** using the official grid.

- If your **expenses** are entered in the **property** or in the **unit**, the grid is **completed automatically**.
- You can then **print** or **save** the grid to present it to the tenant and keep proof of the calculation.

### 1.5 Services added to the renewal

You can add **services** that will be included in the renewal, for example:

- an extra **parking** spot;
- an **Internet** service;
- any other service offered for this unit.

For each service, you can choose whether or not to **display** it in the renewal notice, using the small eye icon.

### 1.6 Changes to the lease conditions

A section is provided to detail the **changes to the conditions** of the lease, for example:

- a **new payment method**;
- a **particular rule** that has been added or changed.

This is where you clearly specify what is changing compared with the current lease.

### 1.7 Tenant email and history

On this same page, you can:

- **confirm the tenant’s email**, which is useful if you plan to send by **Plexflow certified email**;
- consult the **renewal history** created from this record, to see what has already been prepared or sent.

Once all this information is complete, click **Prepare documents**.
Plexflow then saves the notice content so it can be applied to a template.

## 2. Step 2 – Choose the template, add appendices, and sign

The second step is to choose the **document template**, add the necessary **appendices**, then **sign** the renewal notice.

### 2.1 Choose the notice template

In Plexflow, you have **two options**:

- use the **default template** of the **Tribunal administratif du logement**;
- use a **custom template** created in the **Signatures** module in Plexflow.

At this step:

- you can choose a **template that is already set up**, or
- click to use your own template and create a **new template** (add fields and signatures, then save it as a template for future use).

📝 **By default**
If no template is selected, the **official Tribunal administratif du logement form** will be used automatically.

### 2.2 Language choice (TAL template)

If you use the **Tribunal administratif du logement** template, this is also the step where you can **choose the language** of the document (French or English, depending on what is available in your account).

### 2.3 Add appendices

Plexflow lets you attach **appendices** that will follow the main template, for example:

- the **building rules**;
- a **parking policy**;
- **documents specific** to the property.

You can:

- upload a document from your **computer**;
- or choose an **appendix template** that already exists in the templates tab.

### 2.4 Signing the notice

Before you move on to sending, you must:

1. Check the **content** of the notice (amount, periods, services, conditions, etc.);
2. Confirm the chosen **template** (TAL or custom);
3. **Sign** the renewal notice in Plexflow.

This signature confirms the content that will be sent to the tenant.

## 3. Step 3 – Choose the sending method and tracking options

The third step concerns **sending** the renewal notice to the tenant and managing **follow-up**.

### 3.1 Preview the notice

Before sending, you can **preview** the notice to check that everything is in order:

- amounts;
- dates;
- conditions;
- appendices.

This lets you make corrections if needed before official transmission.

### 3.2 Send the notice to the tenant

When everything is ready, click:
**Send renewal request to tenant(s)**
You must then select the **sending method**:

- **Plexflow certified email**;
- or send it later, manually:
  - by **bailiff**;
  - by **registered mail**;
  - **in person**, according to your practices.

### 3.3 Plexflow certified email: reminders and scheduling

If you choose **Plexflow certified email**, you can:

- set the **reminder frequency** sent to the tenant to invite them to sign;
- choose between **immediate sending** or **later sending** by choosing to send it later.

You can also decide what happens in case of **no response after one month**, for example:

- decide whether the **rent will be renewed automatically** under the stated conditions.

## 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.