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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 and click the Pop out into full results icon to view all renewals in one window, then select the relevant tenancy

    OR 

  • Click Renewal
  • The Renewal Negotiation screen will be displayed, as seen in the next section


 4b. initiating renewals individually

Tenancy renewal negotiations can also be initiated individually via the tenancy screen via:

Tenancy Details tab

  • Click Add Renewal/Alteration
  • Select Add renewal negotiation (as shown below) and click Accept


    OR

Financial & Renewals tab

  • Click Add renewal, alteration or fee
  • 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, Renewal Notes and Tasks can be entered

Both areas function as usual (as seen in the tenancy screen)


1. Letters

  • The Letters button can be used 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, to change this, hover over the link to display a calendar icon then click to change the date


  • Click Save

    Further options are then available when clicking the links

2. References

  • When both renewal letters are marked as Reply received, the References section can be completed

3. Agreement

  • When references are logged as Not Needed or Received, the Agreement section can be completed


4. 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

  • to calculate a rent increase based on a percentage, see 4a


 4a. calculating a percentage rent increase
  • Right-click over the Rent field
  • Enter a figure in the Set from percentage increase field
    Rent will be automatically calculated and updated
 Reporting on renewals

Tenancy renewals can be reported on using Power Reports.

For help with building Power Reports, click here.


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

1. Select report & linked record types

  • 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 
    May need to click Show more if it is not displaying


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


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