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Set default tenancy agreement clauses - configuration option

Set default tenancy agreement clauses - configuration option

Owned by Fiona Hardy, created
Last updated: Mar 03, 2023
4 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 default tenancy agreement clauses to be set on the landlord and/or property record which are then automatically transferred to any new tenancy

A further configuration is available which transfers clauses set on the tenancy to a renewal negotiation agreement - when subsequent negotiations are created for the tenancy, the clauses set on the previous negotiation are inherited for the new negotiation

This functionality benefits the user so that, when adding new tenancies and renewals, the landlord terms of business do not need to be referred to and/or re-entered each time, helping to ensure greater efficiency

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

1. Set landlord agreement clauses

Any clauses set at landlord level will be automatically inherited by the landlord’s properties and any new tenancy created for the landlord

From landlord:

  • Click ellipsis … (top left) and select Tenancy Agreement

  • The Agreement window is displayed ready for relevant clauses to be added for the selected landlord

Example

The landlord default agreement clauses have been set up, these clauses will be inherited by the landlord’s properties and tenancies (and can also be added to at any of those levels)

Specific property agreement clauses can also be set-up, see next step

2. Set property agreement clauses

Property-specific agreement clauses can also be added in addition to the inherited landlord clauses

From property:

  • Click ellipsis … (top left) and select Tenancy Agreement

  • The Agreement window is displayed, showing inherited landlord clauses

  • Clauses shown with a star indicate that it is an inherited clause
    Hovering over the star shows which level the clause has been taken from

  • Click to add further clauses
    Any clause added at property level is displayed without a star

To avoid duplicate clauses being added, landlord inherited clauses cannot be removed at property level - however, any clause can be removed at tenancy or renewal level (see steps 3 - 4)

3. Set tenancy level agreement clauses

When adding a new tenancy, inherited agreement clauses will be displayed
Clauses can be inherited from the landlord and/or property (as described in steps 1 & 2)

From tenancy:

  • Click Agreement tab

  • Inherited clauses are displayed and indicated by a star
    Hovering over the star shows which level the clause has been taken from - a grey star indicates that merge fields are incomplete (shown in step 4)

  • Clauses can be added, changed or removed, as required

  • Any new clauses added on the tenancy are shown without a star icon
    (as shown in the example below in the Break Clauses section)

4. Set renewal agreements clauses

When creating a renewal negotiation on a tenancy, the renewal agreement will inherit all of the clauses set on the tenancy - therefore this could include clauses set at landlord, property and tenancy agreement levels

Initiate the renewal negotiation, as usual:

  • From Renewal Negotiation, click Agreement

  • As seen on previous screens, inherited clauses are displayed and indicated by a star
    Hovering over the star shows which level the clause has been taken from
    (a grey star indicates that merge fields are incomplete)

  • Clauses can be added, changed or removed, as required

  • Any new clauses added on the renewal are shown without a star icon

For the first renewal on a tenancy, the renewal agreement will inherit all of the clauses set on the tenancy - however, for any subsequent renewal, only the clauses set on the previous renewal agreement will be inherited

For example: if all of the above clauses were removed on the first renewal and new ones added, only the new clauses will be inherited on the second renewal agreement

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