End of tenancy

Owned by Fiona Wilson, created
Last updated: Feb 03, 2023
4 min read

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:

1. Confirm tenancy end date

From the tenancy:

  • Check the Tenancy end date is correct

  • Tick End confirmed (to right of end date)

  • A prompt will be displayed, click Yes

2. Enter reason

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

  • Reason
    Click Select the reason for the tenancy ending

  • Comments
    Enter any other information you wish to record

  • Click OK

 

 

3. 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:

  • 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

4. Original End date field

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

5. 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

5a. 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

6. Update & complete post-tenancy checks

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

  • A tick is displayed next to completed checks

7. Re-letting the property

To re-let the property while you are waiting for the current tenancy to end

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

8. Mark tenancy as finished

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

From the tenancy:

  • Click the 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