Tenancy renewal negotiation logging

This guide has been reviewed against our global client base and classed as relevant to the following regions: UK, APAC, UAE

Tenancy renewal negotiations can be initiated individually or in bulk

Each stage of the negotiation process can be logged and also reported on using Power Reports

View/initiate tenancy renewal negotiations individually or in bulk

1. Access tenancies due for renewal From the Organiser, Property Management panel: Enter the relevant number of days in the Tenancies due for renewal in section Click the Tenancies due for renewal in section to view the relevant tenancies due for renewal Hover over the panel header and click the Pop out into full results icon
2. Select tenancies and renewal manager Select the relevant tenancies In Set renewal manager choose which negotiator will be managing the renewal process for these tenancies Click Start renewal negotiations
3. Contact relevant parties & initiate renewal negotiations The options shown on the right will be automatically displayed: Choose the method for making contact with selected tenants/landlords, e.g. E-mail Click Proceed Select who to contact Click Yes to Begin renewal negotiations for selected tenancies
4. Access tenancies with initiated renewals From the Organiser, Property Management panel: The newly initiated renewals will now be displayed in the Tenancy renewal negotiations section See 4a Tenancy renewal negotiations can also be initiated individually via the tenancy screen (see 4b)	4a. Accessing the Renewal Negotiation screen Click the Tenancy renewal negotiations section to view all current renewals in the Power Organiser: Hover over the panel header Click the Pop out into full results icon to view all renewals in one window, then select the relevant tenancy OR Click the Renewal link beside the relevant tenancy The Renewal Negotiation* screen will be displayed, as shown in the next section* 4b. Initiating renewals individually Tenancy renewal negotiations can also be initiated individually via the tenancy screen via: Details tab Click Status menu and select Add renewals / alterations / fees Select Add renewal negotiation (as shown below) and click Accept OR Financial & Renewals tab In the Renewals / Alterations / Fees panel, click icon Select Add renewal negotiation and click Accept

Logging renewal negotiations

Each stage of the renewal negotiation process should be logged in the Renewal Negotiation screen:

At any point, the Agreement tab can be accessed or a Follow Up date entered, click tenant/landlord name to view their records or click shortcut icons to call/email/send SMS

It is also possible to click the icon in the Activity Feed to add journal renewal notes, tasks & call reminders

1. Renewal Letter Use the Letters button (top right) to select the template for the renewal letter When the letter has been sent to the Tenant and/or Landlord, click the Not sent link and select Sent Today’s date is used but can be changed - hover over the link to display a calendar icon and click to change the date Further options, e.g. Chased, are then available Letters need to be marked as Reply received in order to move on with the renewal
2. References Click Status and enter the current reference status Any notes can be entered into the field below References (and Checks) need to be marked as Not Needed or Received in order to move on with the renewal If using Checks, see next step - if not, skip to step 4
3. Checks (where configured) Click the link beside Checks Select a check and enter the date of completion, or click Not Needed (when appropriate) A check may have more than one action Each action for each check must be completed (or marked as Not Needed, see above) in order for the check to be classed as complete An action is considered complete if a date is shown beside it The Checks link will update automatically as each check is completed All checks need to be marked as complete/not needed in order to move on with the renewal	For a dedicated guide on renewal checks, click here
4. Agreement Use the Agreement tab to enter renewal agreement information, such as break clauses and responsibilities These options are configured to meet the requirements of your business When the Agreement has been generated and sent to the Tenant and/or Landlord, click the Not sent link and select Sent Today’s date is used but can be changed - hover over the link to display a calendar icon and click to change the date Further options, e.g. Chased, are then available When the Agreement links have been marked as Reply received the renewal can be marked as Exchanged Enter a date in the Exchanged field
5. Terms The Terms section should be completed: Grey text indicates terms carried across from the previous tenancy Black text indicates an updated term for this renewal Enter the Renewal end date Right-click over the date field for shortcut options to Set to 6 months or Set to a year To calculate a rent increase based on a percentage, see 5a Update all other fields as required	5a. Calculating a percentage rent increase Right-click over the Rent field Enter a figure in the Set from percentage increase field and press Enter Rent will be automatically calculated and updated
6. Fees Enter any associated fees for the renewal Click A list of fees will be presented (dependent on configuration) Select the fee type Ensure the details are correct and click Accept The selected fee/detail is shown in the Fees panel

Reporting on renewal negotiations

Tenancy renewal negotiations can be reported on using Power Reports

On the main menu, click Reports and select Power Reports:

1. Select report type, basic report criteria & linked record type

Select Tenancy as the report type
Tenancy criteria can be selected first, e.g. to only return tenancies for a specific property manager, select Manager and choose the required person
In the Linked Records section, select
Renewal Negotiations

If this option is currently not displayed, click Show More

2. Renewal Negotiations criteria options

Selecting Renewal Negotiations offers the following criteria to report on

The Tenancy has renewal negotiations text can be clicked, allowing it to be switched to Tenancy does not have renewal negotiations

3. Example report

This example will return:

tenancies for a specific property manager
and...
where the tenancies have renewal negotiations in progress
and...
where references are needed but are not yet completed

For more information on Power Reports, click here

Tenancy renewal negotiation logging

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