Rent Contracts Ending Soon Report

Overview

Rent Contracts Ending Soon Report

Module: Dafater Property Management
Report Type: Script Report
Reference Document: Rent Contract

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Overview: What This Report Provides

The Rent Contracts Ending Soon Report gives a forward-looking view of rental agreements that are approaching their end date. It helps property managers and business owners identify which rent contracts require attention in the near future, so they can take timely action such as renewal discussions, rent revisions, or vacancy planning.

This report focuses on contract timelines, not accounting or operational details, making it a critical tool for revenue continuity and tenant relationship management.

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When and Why to Use This Report

You should use this report when you want to: - Proactively manage expiring rental agreements
- Avoid unexpected vacancies or revenue gaps
- Plan contract renewals, renegotiations, or terminations
- Coordinate with sales, leasing, or legal teams in advance
- Forecast short-term rental income stability

Typical timing includes: - Monthly or weekly lease review meetings
- Before starting renewal campaigns
- During budget planning or revenue forecasting cycles

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Key Columns and Their Business Meaning

While column names may vary slightly, the report typically includes the following business-critical information:

• Contract Number
  Identifies the specific rent agreement that is nearing its end.

• Tenant / Customer Name
  Shows who is occupying the property, helping prioritize high-value or long-term tenants.

• Property / Unit
  Indicates which asset is affected, useful for vacancy planning and asset utilization.

• Contract Start Date
  Provides context on how long the tenant has been renting the property.

• Contract End Date
  The most critical column—shows when the contract will expire.

• Days Remaining
  Highlights urgency by showing how soon the contract will end.

• Rent Amount
  Helps assess revenue impact if the contract is not renewed.

• Contract Status
  Confirms whether the contract is active and eligible for renewal actions.

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Available Filters and Their Business Purpose

The report usually includes filters that help narrow focus:

• End Date Range
  Allows you to view contracts expiring within a specific future period (for example, next 30, 60, or 90 days).

• Property or Unit
  Useful for property managers responsible for specific buildings or locations.

• Tenant / Customer
  Helps focus on key clients or corporate tenants.

• Contract Status
  Ensures only relevant, active contracts are reviewed.

These filters help tailor the report for different teams, priorities, or decision-making meetings.

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How to Interpret the Results for Business Decisions

• Short Remaining Duration
  Contracts with very few days left require immediate action—either renewal or exit planning.

• High-Value Contracts Ending Soon
  These should be prioritized for early renewal discussions to protect revenue.

• Multiple Contracts Ending in the Same Period
  Signals potential operational workload or cash flow impact and may require coordinated action.

• Repeated Non-Renewals
  May indicate pricing issues, property condition concerns, or tenant satisfaction problems.

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Common Use Cases and Scenarios

• Renewal Planning
  Leasing teams use the report to schedule tenant meetings and prepare renewal offers.

• Vacancy Risk Management
  Property owners use it to identify upcoming vacancies and start marketing early.

• Revenue Forecasting
  Finance teams assess how many contracts may end without renewal in the near term.

• Tenant Relationship Management
  Account managers prioritize outreach to long-standing or strategic tenants.

• Portfolio Review Meetings
  Management uses the report as a standard agenda item for asset performance discussions.

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Business Value Summary

The Rent Contracts Ending Soon Report enables proactive contract management, protects rental income, and improves tenant retention. By highlighting time-sensitive contracts in advance, it supports better planning, stronger tenant relationships, and more predictable property performance.

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Report Information

• Module: Dafater Property Management
• Related DocType: Rent Contract
• Report Type: Script Report
• Standard: Yes