Add tenancy break clause notice & effective from dates - configuration option

Owned by Fiona Wilson, created
Last updated: Jul 31, 2023
5 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

A configuration option is available which allows dates to be set on a break clause to establish:

  • when a break clause can be instigated

  • how much notice is required in order to implement the break clause

The dates are set when adding the break clause from the tenancy and/or renewal

When viewing tenancy/renewal grids or after running tenancy/renewal reports, the break clause dates can be shown

To enable this configuration option, click here to contact Reapit Support

1. Add break clause

Add a break clause, as usual

From tenancy or renewal:

  • Click Agreement tab at top

  • In Break Clauses panel, click and select the relevant break clause

2. Complete break clause information

The fields shown/how they work depends on which version of AgencyCloud you are running

  • If using AgencyCloud 12.168+, see step 2a

  • If using AgencyCloud 12.159-12.167, see step 2b

The break clause screen for this configuration option was updated in AgencyCloud 12.168
For a round-up of the changes, plus information on updating break clauses added between 12.159 and 12.167, see this article:

2a. Complete break clause information - from AgencyCloud 12.168+

  • Enter details, as usual - including Applies To setting and Agreed options
    (plus in Letter Text - complete any additional details, as required)

Two extra fields are available:

  • Break After

    • Click Select and choose the required period that the break clause will start

    • The date will be automatically entered - based on the Tenancy Start date (minus 1 day)

  • Required Notice

    • The date will default to the same date as the Break After date

    • Click Select and choose the required notice period for the selected break clause - the date will be calculated from the Break After date (minus 1 day)

  • Break clause details and dates are now displayed and complete, click Save

2b. Complete break clause information - from AgencyCloud 12.167 and below

  • Enter details, as usual - including Applies To setting, Active date and Agreed options
    (plus in Letter Text - complete any additional details, as required)

Two extra fields are available:

  • Break From

    • Click Select and choose the required period that the break clause will start

    • The date will be automatically entered (based on the Active date already set)

  • Required Notice

    • The date will default to the same date as the Break From date

    • Click Select and choose the required notice period for the selected break clause

  • Break clause details and dates are now displayed and complete, click Save

3. Break clause information on tenancy details & renewals screen

When a tenancy or renewal has an available break clause, this will be indicated on the tenancy and renewal screens

Tenancy

Where a break clause is available, on Details tab:

  • Below Tenancy start/end dates this text will be displayed Tenancy has a break clause

  • Hover over this text to see Break clause from date and Required notice period

Renewal

Where a break clause is available, on Renewal Details tab:

  • In Tenancy Details panel (bottom right) this text will be displayed Tenancy has a break clause

  • Hover over this text to see Break clause from date and Required notice period

4. View dates in renewals & tenancy grids

Columns showing the break clause Break From and Required Notice dates need to be added & saved to the renewal and/or tenancy organiser grids

From Organiser, Property Management panel:

  • Right-click over a renewal option and select Full results
    E.g. for a renewal grid, right-click over Tenancy renewal negotiations and, for a tenancy grid, right-click over Pre-tenancy checks incomplete

  • Right-click over the column headings, select Pick columns and click Next break clause and Next break clause notice

  • The new columns are added to the far right side of the grid - click and drag the column headings to the desired position

  • Right-click over the column headings again and click Save grid layout

  • The columns will now show when using this type of grid again - grid functions can be used to sort or filter by content

    • To sort the list, click the column heading

    • To filter the list by date, click to the right of the column heading (to view filter icon, shown below)

5. View dates in renewals & tenancy report results grids

Columns showing the break clause Break From and Required Notice dates need to be added & saved to the renewal and/or tenancy report results grids

After running a tenancy or renewal Power Report, from the results grid:

  • Right-click over the column headings, select Pick columns and click Next break clause and Next break clause notice

  • The new columns are added to the far right side of the grid - click and drag the column headings to the desired position

  • Right-click over the column headings again and click Save grid layout

  • The columns will now show when using this type of grid again - grid functions can be used to sort or filter by content

    • To sort the list, click the column heading

    • To filter the list by date, click to the right of the column heading (as shown in the example in section 4 above)

6. Merge codes for use in tenancy agreement

Merge codes are available to allow break from and required notice information to be added to the tenancy agreement (or any letter/email templates)

  • Break clause from

    • in months - use merge code <TenChk.BreakClauseMonths>

    • date - use merge code <TenChk.BreakClauseDate>

  • Required notice

    • in months - use merge code <TenChk.RequiredNoticeMonths>

    • date - use merge code <TenChk.RequiredNoticeDate>