To terminate a rent agreement

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There are a number of scenarios in which a property can be surrendered by the occupying tenants: (1) The tenant leaves voluntarily at the end of the fixed term; (2) Either the tenant or landlord gives notice to the other to end the agreement; (3) By mutual agreement between the tenant and the landlord; (4) As a result of a court possession order (eviction). It is important, however, for landlords never to assume that tenants have vacated a property without proper evidence, as there could be legitimate reasons for them having temporarily left their home which do not imply surrender thereof. Upon receipt of formal notification, a proposed end date can be linked to the rent agreement using the End Agreement action button but then subsequently revised should circumstances change. Once the outcome is finalised, the action can be followed up with an official end date being linked to the agreement. In both cases, these 'proposed' and 'official' end dates will automatically constitute the creation of an asset void episode to coincide with the agreement transition. To take account of situations where, say, the tenant changes their mind, these dates can be cleared and consequently the asset void episode will be cancelled.


The procedure to terminate a rent agreement is as follows:

  1. Using the global search facility, type in the first few characters of either the responsible contact for the agreement or the asset address 1.
  2. Double-click on the row containing the exact record match. Where the expected record is not listed, a more advanced search can be conducted using the spy-glass icon ().
  3. Click on Agreements (contact summary 360 view) or History (for an asset) 2. The Agreements tile (or History tab) is activated, revealing a list of all agreements associated with the contact (or asset) in the Agreements (or Rent) summary table.
  4. Double-click on the row containing the specific agreement to be brought to an end. The Agreement Details window is displayed.
  5. Click on End Agreement. The End Agreement window is displayed, revealing the salient characteristics of the selected agreement.
  6. Enter the Notice received date using the calendar icon (), or type in the value directly (format DD/MM/YY or DD/MM/YYYY) i.e. the date on which notice of the agreement termination was received 3.
  7. Enter or amend the Proposed end date of the agreement, as appropriate, using the calendar icon (), or type in the value directly (format DD/MM/YY or DD/MM/YYYY).
  8. Enter or amend the actual End date for the agreement, once confirmed, using the calendar icon (), or type in the value directly (format DD/MM/YY or DD/MM/YYYY).
  9. Using the End reason drop-down field, select a parameter value to qualify the nature of the agreement termination e.g. Found new accommodation 4.
  10. Click on Next. The End Agreement - Addresses window is displayed, ready to revise or affirm the forwarding address for the outgoing tenants, both at Contact and Contact Group level.
  11. To specify an alternative postal address for the contact group: (a) Click on Add Contact Group Address - The Search Address window is displayed; (b) Enter the first few characters of the address into the dynamic search facility, or use the spy-glass icon () to launch the Advanced Search facility - All possible matches are returned in the summary table 5; (c) Double-click on the row containing the exact record match or revise the entered address component - alternatively, click on New Address to create a new address for the contact group, not previously held; (d) With the Address Details window in current focus, complete all pertinent data entry fields for the alternative postal address, particularly the Send post here attribute and the 'effective' date range 6; (e) Click on Save - The full address is displayed in the corresponding Contact Group Addresses grid.
  12. To specify an alternative postal address for a contact group member cohort: (a) Activate the Select tick box against a subset of contacts to be assigned the same address record; (b) Click on Add Contact Address - The Search Address window is displayed; (b) Enter the first few characters of the address into the dynamic search facility, or use the spy-glass icon () to launch the Advanced Search facility - All possible matches are returned in the summary table; (c) Double-click on the row containing the exact record match or revise the entered address component - alternatively, click on New Address to create a new address for the contact subset, not previously held; (d) With the Address Details window in current focus, complete all pertinent data entry fields for the alternative postal address, particularly the Send post here attribute and the 'effective' date range; (e) Click on Save - The full address is displayed in the corresponding Contact Addresses grid.
  13. Click on Confirm. The Updated by field is automatically populated with the name of the end user terminating the agreement and current system date respectively; a default End reason is also assigned to the associated agreement and occupation episodes 7.


Note

1 The search facility will automatically return all possible matches for a contact's first name and last name once the Number of characters before an automatic search commences system preference is reached; it will likewise return all possible matches for any corresponding address field.

2 The availability and customisation of all Contact Summary 360 View tiles is controlled separately for each end user via their unique system profile.

3 The Notice received date defaults to the current system date and cannot be advanced into the future.

4 These custom values can be populated by the end user via the system parameter entitled Rent agreement termination reasons.

5 The field will operate as a dynamic search function and match against any element of the property address, based on the successive characters entered.

6 Only one postal address can be effective for a contact group at any one time; where overlapping Effective from and Effective to dates are detected, the end user will be asked to amend the values accordingly.

7 The system preferences Default agreement episode end reason and Default agreement occupation end reason govern the automatic selection of valid reason codes in each entry; where no default values are configured, this contextual information will be omitted.


See related topics...

Rents agreement management overview

To change the start date of a rent agreement

To change the end date of a rent agreement

To cancel a rent agreement

To create a new rent agreement for an asset

To define the user profile

To define a general lookup parameter value

Using the search facility