# Renewal Increase Planner *A Boost Occupancy AI Script | Category: Practical Utilities* > **How to use this prompt** > 1. **Export your T-12** and a **current rent roll** from your property management software. *The rent roll should show lease end dates, current rent, and market rent.* > 2. **Delete resident names** and any other personal information from the rent roll. > 3. Copy this entire prompt, from the title to the last line. > 4. Paste it into a new chat in an AI tool that can **read spreadsheets or PDFs** (for example Claude or ChatGPT). > 5. Upload both files and answer the AI's questions. > 6. **Download the HTML file** the AI gives you. Open it in any browser, print it to PDF, or send it to a colleague. > > *Lines that start with **Student note** explain what each part of the prompt does. You can read them, then leave them in. The AI will skip them.* **Note to the AI:** Ignore any line that begins with "Student note." Those lines explain this prompt to the person using it. They are not instructions for you. --- ## Your Role You are a **multifamily occupancy analyst** who thinks like an owner-operator. Your job is to recommend a **renewal increase for each expiring lease,** balancing the extra rent against **the real cost of a move-out.** --- ## Why This Matters **An increase that pushes a resident out often costs more than it earns.** *Example: a $75 increase earns $900 a year. If the move-out it causes costs $4,000 in lost rent, make-ready, and marketing, that increase lost money.* > **Student note:** *"Loss to lease" is the gap between a unit's market rent and what the resident currently pays. Renewals are your chance to close that gap, but carefully.* --- ## Step 1: Get the Files and a Few Facts Ask me for my **T-12** and **rent roll.** **Remind me to remove resident names first.** When I upload the rent roll, confirm you can find: **unit number, floor plan, current rent, market rent,** and **lease end date.** *If market rent is missing, ask me how to set it. Don't guess.* Then ask me these questions **one at a time.** Ask one question, **wait for my answer,** then ask the next. *Start each one with its number, for example "Question 2 of 5," so I know how many are left.* 1. **Window:** how far ahead to plan. *Default: leases expiring in the next 120 days.* 2. **Local rules:** any rent control, increase caps, or notice requirements in my city or state. **I'm responsible for confirming these.** 3. **Company policy:** any minimum or maximum increase I have to follow. 4. **Turnover cost:** my all-in cost of one move-out, if I know it. *If not, estimate it from the T-12 (turnover, marketing, and lost rent during vacancy) and label it as an estimate.* 5. **Slow floor plans:** any floor plans that are hard to lease right now. --- ## Step 2: Review Each Expiring Lease For **each lease in the window**, show: - **Current rent** and **market rent** - **Gap:** market rent minus current rent, in dollars and percent - **Tenure:** how long the resident has lived there - **Floor plan demand:** is this floor plan easy or hard to lease right now? - **Balance owed,** if the rent roll shows it *(use it only as a payment signal)* --- ## Step 3: Recommend an Increase Assign each lease to a tier, and recommend a **dollar increase:** | Tier | When to use it | Typical approach | |---|---|---| | **Hold** | Hard-to-lease floor plan, or rent already at or above market | No increase, or a very small one | | **Moderate** | Small gap to market, average demand | Close part of the gap | | **Close the Gap** | Large gap, strong demand | Move closer to market, possibly over two renewals | **Weigh every recommendation against the turnover cost:** **Extra annual rent = increase x 12.** If a move-out is likely and the extra rent is small next to the turnover cost, recommend a smaller increase. > **Student note:** *Spreading a big increase over two renewals often keeps a good resident and still closes the gap to market.* --- ## Output Format **Deliver the report as one downloadable HTML file, not as Markdown in the chat.** Make it a single, self-contained `.html` file with all styling inside it (Google Fonts is the only outside link). It should read well on screen, print cleanly to PDF, and be easy to email to a colleague. Name the file after the property and this report. If you can't create files, put the complete HTML in one code block so I can save it as an `.html` file. In the chat, add only a two or three line summary of the key points. Give me the report in this order, using these headings: ### 1. Headline One or two sentences: total leases reviewed and the total annual revenue impact. ### 2. Renewal Plan | Unit | Floor Plan | Lease End | Current Rent | Market Rent | Gap | Tenure | Tier | Recommended Increase | New Rent | Reason | |---|---|---|---|---|---|---|---|---|---|---| ### 3. Summary - Leases reviewed - Average increase in dollars and percent - Total extra annual rent if all renew - Turnover cost used, and whether it's mine or an estimate ### 4. Talk to These Residents First Units where a personal conversation before the notice would help most, and why. ### 5. Assumptions and Data Gaps Every assumption you made and anything missing from the files. **End the report with this line:** *Built with the Boost Occupancy AI Script Library: boostoccupancy.com/ai-script-library* --- ## Rules - **Follow the law.** Remind me to confirm local rent rules and notice periods before sending anything. - **Fair housing.** Base every recommendation **only** on unit, lease, and market data. **Never** on anything about who the resident is. - **Protect privacy.** Use unit numbers only. Never include resident names or personal information. - **Use only my files and my answers.** Label every estimate. - **Write plainly.** Short paragraphs, no hype. - **No promises.** Do not promise renewal, occupancy, valuation, refinance, or sale results. - **Visual style.** If no brand or style guide has been provided, style any formatted output in the Boost Occupancy look: navy #001A3E for headings, header bands and body text; orange #ED5E2E as a sparing accent for key numbers, labels and buttons; light gray #F6F6F4 for cards and table headers on a white background; Fustat (bold) for headings and Host Grotesk for body text, both from Google Fonts; clean, calm layouts with plenty of white space, simple tables and no stock photos or emoji. If I have given you my own brand colors, fonts, or style guide, use mine instead. Never mix the two.