Retainer
Tenant Retention & Rent Increase Automation
Purpose-built for Washington State & Oregon rent control compliance
Rent Control Changed Everything. Retainer Keeps You Compliant.
Washington State's new rent regulations—and Oregon's statewide rent stabilization laws—create complex requirements for timing, notice formats, delivery methods, and documentation. Retainer handles all of it automatically, so your team can focus on residents instead of paperwork.
Automated generation & tracking
Near-zero missed deadlines
Per retention cycle
Complete documentation
The Challenge: New Rent Regulations in the Pacific Northwest
When Washington State and Oregon adopted new rent control and tenant protection laws, property managers faced an entirely new compliance landscape overnight.
Washington State Requirements
- • 180-day notice for rent increases over 3% on month-to-month tenancies
- • Physical posting AND mailing required—electronic-only is not sufficient
- • City-specific rules in Seattle, Tacoma, and other jurisdictions
- • Mandatory state-specific forms with precise language
- • Personal service or posting must be documented
Oregon State Requirements
- • Statewide rent stabilization caps increases at 7% + CPI annually
- • 90-day written notice required for rent increases over 5%
- • No-cause eviction restrictions after first year of tenancy
- • Relocation assistance requirements for certain terminations
Portland-Specific Requirements:
- • Mandatory renter relocation assistance for no-cause terminations and certain rent increases
- • Fair Access in Renting (FAIR) screening criteria limitations
- • Security deposit limits and mandatory installment payment options
- • Additional notice requirements beyond state minimums
The Cost of Non-Compliance is Severe
Both Washington and Oregon grant their Attorney General authority to bring lawsuits against landlords who violate rent control and tenant protection laws. Penalties can include statutory damages, treble damages, attorney's fees, and in some cases criminal penalties. A single improper rent increase notice can expose owners to thousands of dollars in liability per affected unit—and class action risk across an entire portfolio.
The Retainer Process: From Detection to Retention
A fully automated workflow that handles every step of tenant retention—while keeping humans in control of every decision.
Early Detection
3-6 months before lease expirationRetainer automatically identifies upcoming lease expirations and month-to-month anniversaries. The system flags each tenancy requiring action and begins preparing personalized retention offers.
Smart Offer Generation
Automated analysisUsing only property-specific rent data (never shared between properties or competitors), Retainer generates tailored offers: lease renewal terms, month-to-month conversion pricing, and identifies any policy updates needed for the new lease.
Rent Control Compliance
Real-time calculationThe system automatically applies Washington State and local rent control limits, including Seattle, Tacoma, and other jurisdictions. Oregon properties follow state-wide rent stabilization rules. Every offer is pre-validated for compliance.
Manager Review & Approval
Internal workflowProperty managers receive proposed offers for review. They can adjust, approve, or request changes. Nothing goes to a tenant without human approval—automation handles the complexity, managers make the decisions.
Compliant Notice Generation
Dual-format deliveryRetainer produces both the legally-required state forms AND a friendly, human-readable explanation. Tenants receive clear communication they can understand alongside the formal notices required by law.
Service & Delivery Tracking
Washington State complianceWashington now requires physical posting AND mailing or personal service for rent increases. Retainer routes notices to on-site staff, tracks posting/service completion, then triggers certified mail via integrated postal APIs.
Automated Follow-Up
Throughout the retention windowThe system monitors tenant responses and lease status. If a tenant appears likely to leave, Retainer can suggest targeted concessions or incentives to encourage renewal—all tracked and documented.
Move-Out Intelligence
Post-decisionWhen tenants do leave, automated surveys capture the reasons. This data feeds back into reporting, helping identify patterns and improve future retention strategies.
📈 The Result: Complete Visibility & Robust Reporting
At the end of every retention cycle, Retainer provides comprehensive data on retention rates, rent growth, reasons for non-renewal, and compliance documentation—giving owners and managers the insights they need to continuously improve.
What Makes Retainer Different
Property-Specific Pricing
Rent recommendations are based solely on each property's individual data and recent rents. No sharing of pricing data between properties or competitors. Your data stays yours.
Human-In-The-Loop
Automation handles complexity, but every offer requires manager approval before reaching tenants. Technology recommends; humans decide.
Dual-Format Notices
Tenants receive both the legally-required state form and a friendly, plain-language explanation. Clear communication reduces confusion and improves retention.
Integrated Service Tracking
Washington requires physical posting plus mailing. Retainer tracks on-site staff progress, then automatically triggers certified mail via postal API when posting is confirmed.
Smart Incentives
When the system senses a tenant is likely to leave, it can suggest targeted concessions to encourage renewal—helping maximize retention without blanket discounts.
Exit Intelligence
When tenants do leave, automated surveys capture reasons for non-renewal. This data drives insights that improve future retention strategies across the portfolio.
Benefits for Everyone
For Residents
- ✓ Clear, timely communication about renewals
- ✓ Both legal notices AND plain-language explanations
- ✓ Predictable timeline—no surprises
- ✓ Fair, compliant rent adjustments
- ✓ Consistent experience across properties
For Property Managers
- ✓ No more manual timeline calculations
- ✓ Pre-filled forms—review, don't create
- ✓ Automatic service tracking and reminders
- ✓ Hours of work reduced to minutes
- ✓ Complete audit trail for every action
For Owners
- ✓ Higher retention rates, better occupancy
- ✓ Full visibility into pending renewals
- ✓ Minimized compliance risk
- ✓ Consistent processes across portfolio
- ✓ Data-driven retention insights
Built for Pacific Northwest Rent Regulations
Retainer stays current with evolving rent control laws across Washington and Oregon, including jurisdiction-specific requirements.
Technology That Prevents Problems Before They Start
Retainer transforms complex, error-prone rent increase and renewal processes into automated, compliant workflows—reducing risk, improving retention, and saving hundreds of hours annually.
Ready to Automate Your Tenant Retention?
Arboreal's Retainer system is part of our integrated property management technology platform—built specifically for the Pacific Northwest's regulatory environment.