renewal-and-retention

name	Renewal and Retention
slug	renewal_retention
version	0.1.0
status	draft
category	residential_multifamily
subsystem	residential_multifamily
pack_type	workflow
targets	["claude_code"]
stale_data	Renewal-offer uplift bands, retention conversion benchmarks, concession posture, and jurisdiction-specific renewal-notice timing all drift. Uplift bands are overlay-driven. Renewal-notice language is jurisdiction-specific and carries a legal_review_required banner when the template is invoked.
applies_to	{"segment":["middle_market"],"form_factor":["garden","walk_up","wrap","suburban_mid_rise","urban_mid_rise"],"lifecycle":["stabilized","renovation","lease_up"],"management_mode":["self_managed","third_party_managed","owner_oversight"],"role":["property_manager","leasing_manager","regional_manager","asset_manager"],"output_types":["memo","kpi_review","email_draft","checklist"],"decision_severity_max":"action_requires_approval"}
references	{"reads":["reference/normalized/market_rents__{market}_mf.csv","reference/normalized/concession_benchmarks__{market}_mf.csv","reference/derived/role_kpi_targets.csv","reference/derived/renewal_uplift_bands__middle_market.csv","reference/normalized/approval_threshold_defaults.csv"],"writes":[]}
metrics_used	["renewal_offer_rate","renewal_acceptance_rate","rent_growth_renewal","renewal_rent_delta_dollars","blended_lease_trade_out","market_to_lease_gap","loss_to_lease","concession_rate","turnover_rate","average_days_vacant"]
escalation_paths	[{"kind":"renewal_above_policy","to":"regional_manager -> approval_request(row 13)"},{"kind":"non_renewal_notice","to":"property_manager + regional_manager -> approval_request(row 1) if jurisdiction treats as notice"},{"kind":"fair_housing_flag","to":"approval_request(row 3)"}]
approvals_required	["concession_above_policy","non_standard_payment_plan"]
description	Plans, prices, and executes the renewal cycle for leases in the renewal-offer window. Segments expiring leases into pricing tiers, computes per-tier offers using market_to_lease_gap and prior effective rent, checks every offer against policy bands, and produces a draft communication set with all legal-notice templates flagged for review. Guards against retention through concession creep. Runs monthly at the property and per-tagged trigger when a lease enters its renewal-offer window.

Renewal and Retention

Workflow purpose

Turn the expiring-lease population into a priced renewal plan that (1) offers every resident a renewal inside the overlay's lead-time window, (2) prices each offer using market_to_lease_gap and the resident's prior effective rent, (3) routes any offer outside policy for approval before send, (4) draft-produces resident communications for review, and (5) tracks acceptance through to executed renewal with a loop back to retention-NPV logic when refusals cluster.

Trigger conditions

• Explicit: "build renewal strategy", "renewal plan for June", "price renewals for Ashford Park", "retention plan".
• Implicit: lease with end_date within renewal_offer_lead_time and no renewal_offered event; renewal_offer_rate below target band; renewal_acceptance_rate trend declining over trailing 90 days.
• Recurring: monthly, one calendar-window ahead (e.g., April build for July expirations) at property grain.

Inputs (required / optional)

Input	Type	Required	Notes
Expiring-lease list	table	required	lease_id, end_date, current effective rent, unit_type, resident tenure
Rent roll snapshot	table	required	for loss_to_lease, market_to_lease_gap
Market rent reference	csv	required	by unit_type and submarket
Concession policy overlay	yaml	required	ceiling and cases allowed
Renewal uplift bands	csv	required	overlay-driven per segment / market
Resident ledger (T12)	table	optional	payment history informing retention-NPV case
Turn cost reference	csv	optional	per-unit turn cost for refusal-case NPV
Jurisdiction notice rules	yaml	optional	flags whether renewal notice is statutory

Outputs

Output