Renewal System in your offices? HELP!

I'm trying to find the best way to send out renewal noticications. I am at a property that is lacking in a computer program and everything is done by paper and the availability is updated every once in a while and is hand written. I need to know what other properties are doing for knowing when move-outs are scheduled and how they are staying organized! HELP! I can't just print something off to tell me when it's time for people to move in/out. I have a dry erase board, files, and binders. Any advice?

Do you have excel in the office? If so, create a good spreadsheet. List every resident and include a column for lease expirations. Then you can use the sort function to sort them out by date to keep track of them easier.

If you don't have excel, make a binder with 12 dividers for each month. Make a spreadsheet listing the names, addresses, lease end date, current rate, new rate and spaces to check off when you send their notices. Organize them by expiration month, keeping the most current month at the front of the binder and moving it to the back when the month ends. As they renew or give notice, use 2 different color highlighters to note what they do. Then you know you're only working on the ones that aren't highlighted.

I hope that all made sense. It's worked really well for me. Good luck!

that's what I was working on....great minds think a like
thanks!

I remember when I first started working in my office (many moons ago), they didn't even have a computer...I couldn't do this job without a computer now...yikes!

The way we use to keep track of renewals was by using an index card file...We had dividers for each month and each resident got an index card...my property is an affordable housing complex, so if the resident was on Section 8 (HAP Voucher), they would get a blue index card, if they had no rental assistance of any kind, they got a white index card and if they had rental assistance through the property, then they got a green index card...

We would pull their card and paper clip it to the front of their file...this way, if they had any changes that were out of the norm...had a baby, got married, changed jobs, etc. we would make not of it on this card...this was more helpful when they had an interim cert, because it gave us a way of going back to refresh our memories about their cert dates had changed, etc.

Hello Martina, here are just a few suggestions regarding renewal notification (without computer)
I noticed you stated that you are using binders & a chalkboard. the binders can be very helpful if you organize them by months(color code). the chalkboard can be helpful for new move-in's& move-outs. if you have access to a computer you can create a renewal notification in microsoft excel, and save it to your desktop/documents- color code ea resident- for example, 3, 6, 0r 12 month lease- label 2009/2010. this is a system that I use for all renewal notification's, and I must say my renewal process is very successful. good luck!!!