Merge codes available for tenancy break clauses, allowances & responsibilities

Owned by Fiona Wilson, created
Last updated: Feb 15, 2024
6 min read

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

Available from version 12.178

Merge codes are available for break clause, allowance and responsibility information stored on the tenancy

Different merge codes are available for each title and each description for each of the agreement types, allowing them to be used and formatted independently

The creation of these additional merge codes allows the specific detail of break clauses, allowances and responsibilities to be used in letters and documents

This guide covers:

Agreement information on tenancy

Details of break clauses, allowances & responsibilities are stored on the Agreement tab of the tenancy record - the merge codes listed in this guide pull information from here

From tenancy:

  • Click Agreement

  • All break clauses, allowances and responsibilities are stored on this screen

Agreement tab.png

Break clause merge codes

Break clauses in the Agreement tab

The break clause list is shown in the agreement tab of the tenancy record with the title of the break clause displayed

  • Both the break clause title and description/letter text have a merge code

  • The place in the list also needs to be noted as this needs to be inserted into the merge code
    For this example: Landlord break clause is position 0, Tenant break clause is position 1

Break clauses in Agreement tab.png

Break clause title

Merge code

Merge code for the first title in the list:

<Tenancy.GetBreakClauseTitleSelectMerge(0)>


Merge code for the second title in the list:

<Tenancy.GetBreakClauseTitleSelectMerge(1)>

 

Number 2 should be used for the third clause in the list, and so on (a number needs to be entered into the merge code to ensure that the required clause is pulled into the letter/document)

Break clause description / letter text

Merge code

Merge code for the first description in the list:

<Tenancy.GetBreakClauseDescSelectMerge(0)>


Merge code for the second description in the list is:

<Tenancy.GetBreakClauseDescSelectMerge(1)>

 

Number 2 should be used for the third clause in the list, and so on (a number needs to be entered into the merge code to ensure that the required clause is pulled into the letter/document)

Allowance merge codes

Allowances in the Agreement tab

Allowances are shown in the agreement tab of the tenancy record with the title of the allowance displayed

  • Both the allowance title and description/letter text have a merge code

  • The place in the list also needs to be noted as this needs to be inserted into the merge code
    For this example: Pets is position 0, Bicycles is position 1, Permitted occupier is position 2

Allowances title

Merge code

Merge code for the first title in the list:

<Tenancy.GetAllowTitleSelectMerge(0)>

 

Merge code for the second title in the list:

<Tenancy.GetAllowTitleSelectMerge(1)>

 

Number 2 should be used for the third allowance in the list, and so on (a number needs to be entered into the merge code to ensure that the required allowance is pulled into the letter/document)

Allowances description / letter text

Merge code

Merge code for the first description in the list:

<Tenancy.GetAllowDescSelectMerge(0)>

 

Merge code for the second description in the list is:

<Tenancy.GetAllowDescSelectMerge(1)>

 

Number 2 should be used for the third allowance in the list, and so on (a number needs to be entered into the merge code to ensure that the required allowance is pulled into the letter/document)

Responsibility merge codes

Responsibilities in the Agreement tab

Responsibilities are shown in the agreement tab of the tenancy record with the title of the responsibility displayed

  • Both the responsibility title and description/letter text have a merge code

  • The place in the list also needs to be noted as this needs to be inserted into the merge code
    For this example: Garden maintenance is position 0, Carpet and floor cleaning is position 1,
    Pool cleaning is position 2

Responsibilities title

Merge code

Merge code for the first title in the list:

<Tenancy.GetRespTitleSelectMerge(0)>

 

Merge code for the second title in the list:

<Tenancy.GetRespTitleSelectMerge(1)>

 

Number 2 should be used for the third responsibility in the list, and so on (a number needs to be entered into the merge code to ensure that the required responsibility is pulled into the letter/document)

Responsibilities description / letter text

Merge code

Merge code for the first description in the list:

<Tenancy.GetRespDescSelectMerge(0)>

 

Merge code for the second description in the list is:

<Tenancy.GetRespDescSelectMerge(1)>

 

Number 2 should be used for the third responsibility in the list, and so on (a number needs to be entered into the merge code to ensure that the required responsibility is pulled into the letter/document)

Using formatting and/or numbered lists for merge codes

Formatting

Entering a merge code using formatting will pull that formatting through to the letter/document itself - e.g. bold

Numbered lists

A numbered list can be generated by adding ‘true’ to the right of the number within the brackets at the end of the merge code - e.g. <Tenancy.GetAllowTitleSelectMerge(0,true)>

If the number is not to be included then this would be entered: <Tenancy.GetAllowTitleSelectMerge(0)>

Example

For example, to pull the title and description into a document for the first allowance shown in the example below (i.e. Pets) - to show:

  • the title in bold

  • a number beside the title

The following merge codes would need to be used in the template:

<Tenancy.GetAllowTitleSelectMerge(0,true)>

<Tenancy.GetAllowDescSelectMerge(0)>

This will display the following text in a letter/document:

1. Pets

Pets Clause:

The Tenant agrees neither to keep any animals, birds or reptiles or rodents in or on the Premises nor to allow his invited guests or visitors to do so and in breach of this clause to be responsible for the reasonable costs of rectification of any damage caused or for any appropriate de-infestation, cleaning, fumigation etc required.