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End of tenancy

End of tenancy

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

This page outlines the processes to follow to end a tenancy

If you need to cancel a tenancy (due to it not starting/progressing past Arranging Tenancy), follow these guidelines instead: https://reapit.atlassian.net/wiki/spaces/RW/pages/1755545623

From version 12.206, the end of tenancy process changed with the introduction of the Notice Management screen - both methods are covered below
For more information on Notice Management, including report options and available merge codes, click here: https://reapit.atlassian.net/wiki/spaces/RW/pages/2755231852

If you are using version 12.206+: ignore this step & skip to step 2

1. Confirm tenancy end date (prior to version 12.206)

From tenancy:

  • Check the Tenancy end date is correct

  • Tick End confirmed (to right of end date)

  • A prompt will be displayed, click Yes

Ignore steps 2-5 and skip to step 6 (Enter reason for tenancy ending)

2. Confirm tenancy end date (from version 12.206+)

If you are using version 12.206+:
the end of tenancy process should be followed from this step onwards

From tenancy:

  • Click Notice Management

    Notice mgmt - tenancy screen.png

  • The Notice Management screen is displayed - see step 3 for more detail

    Notice mgmt - blank.png

3. Complete Notice Management screen

Depending on whether the tenant or landlord has given notice, enter detail under Tenant Notice (left) or Landlord Notice (right):

  • Request Received - enter the date the tenant/landlord notice request was received

  • Proposed Tenancy End Date - enter the proposed tenancy end date

  • Notice Reason - enter text to explain the reason for the notice from the tenant/landlord

  • Notice Served to Landlord/Tenant

    • Enter the date the notice was served to the landlord/tenant

    • Attach any associated document(s) - click and drag the document over the paperclip icon
      Or click the icon and browse to the document location

      Notice mgmt - screen part completed.png

  • When a Notice Served to Landlord or Notice Served to Tenant date is entered, the date and time this was last updated is logged, including the name of the person who actioned this - hovering over the field displays this information

    Notice mgmt - notice served field and tooltip.png

The pop up shown in the example above will show on the Notice Served to Tenant field also (when a date has been entered there)

4. Enter information on court proceedings

  • Where relevant, click Court Proceedings to expand the section and log all required detail

    Notice mgmt - court proceedings section.png

5. End of tenancy process - enter Agreed Tenancy End Date

When the tenancy end date has been decided:

  • Enter the agreed end date in Agreed Tenancy End Date - a prompt is displayed, click Yes to change the original end date (as set on the tenancy) and to confirm the end of the tenancy
    (clicking No will leave the original date as is, will log the Agreed Tenancy End Date on the Notice Management screen and leave the End confirmed box un-ticked)

    Notice mgmt - end tenancy 1.png

  • The following prompt is displayed:

    • Click Yes to proceed with the end of tenancy process
      The End confirmed box will be automatically ticked (after clicking Yes)

      Notice mgmt - end tenancy 2.png

6. Enter reason for tenancy ending

Enter the reason for this tenancy ending
The reason selected is logged in the property journal and the tenancy record

From the Finished Tenancy screen:

  • Select the Reason for the tenancy ending and enter Comments (where needed), click OK

    Notice mgmt - end tenancy 3.png

    • For example:

      Notice mgmt - end tenancy 3a.png

  • The Notice Management screen is displayed showing the Agreed Tenancy End Date with
    End confirmed ticked
    Not applicable to versions prior to 12.206

    Notice mgmt - end tenancy 4.png

Hovering over End confirmed displays the tenancy end reason (as just entered)

If the Agreed Tenancy End Date specified is different to the original end date, an asterisk (*) will be displayed beside End confirmed

6a. End confirmed information on tenancy

On tenancy:

  • End confirmed is ticked and Tenancy end date is populated

  • Hovering over End confirmed shows further information including the end of tenancy reason

    Notice mgmt - end tenancy 5.png

7. Book check out appointment

From the Post-Tenancy tab:

  • Beside Check out, click Create appointment

Complete appointment details:

  • The Entry Date will automatically be entered as the tenancy end date

  • The usual process for booking an appointment in the diary should be followed, as outlined here: https://reapit.atlassian.net/wiki/spaces/RW/pages/978976806

  • Click Save and Exit to return to the tenancy screen

The check out appointment date/time is displayed on the Post-Tenancy tab:

  • When this appointment has been carried out, the Check out completed box should be ticked

8. Original end date field

  • The Original end date field should be completed when a tenancy has ended prior to the original arranged end date

9. Access post-tenancy checks

Post-tenancy checks need to be completed

From the Post-Tenancy tab:

  • Use the link to the right of the check to update the status of it
    Options are: Needed, Not Needed, Sent/Arranged, Completed

  • If your configuration settings allow:

    • Click Add to add further entries to the list

    • Click the red cross on the right to remove a check

    • Click into the field to edit the check title

9a. Attach associated documents & re-order the checklist

To attach associated documents

  • Click the paperclip icon beside the check to access the Document Management screen

  • Drag and drop your document over the above window, or click Add and browse to it

  • The Rename field allows you to change the document name and Type 
    (as you want it to appear in the above window)

  • Click Accept
    The document is displayed in the Document Management window

  • After clicking Exit, the Document Management screen can be accessed again using the paperclip icon beside the pre-tenancy check

  • Check documents can also be viewed via the tenancy Letters screen

    • Tick Include documents from checks

To change the order of the checklist

  • Hover mouse pointer over the check to move

  • Click and drag the double-headed arrow icon on left of screen to move the check

10. Update & complete post-tenancy checks

  • Hovering over each check shows who last updated it and when

  • A tick is displayed next to completed checks

11. Re-letting the property

While you are waiting for the current tenancy to end, the property can be re-let

From the property record:

  • Click Status and change to Tenancy Current - Available

Making the property available means it will be uploaded to the relevant property portals and matched to prospective tenants

12. Mark tenancy as finished

When the tenants have left the property mark the tenancy as finished

From the tenancy, Details tab:

  • Click the Status menu and select Tenancy finished

  • A prompt will be displayed - click Yes

  • If you are now re-letting the property, click Yes to make the property available

The property status will be updated accordingly

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