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The Chasing Arrears List

Paul Hanlon
Paul Hanlon
  • Updated

The Chasing Arrears list

Follow the steps below to  generate a chasing rent arrears list.

Under the Payments option, select Chase Rent Arrears

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You must have permission to Receipt Rents to be able to access this function.

The Chase Rent Arrears allows you to see a list of all tenants in arrears, with the option to view each in more detail. You can also send a communication in bulk to Tenants, Guarantors or Landlords based on the nature of the arrears.

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You can filter and sort the list as follows:

  • Arrears older than limits the list based on age (1 day, 3 days, 7 days, 30 days)
  • Show for selected offices only or all offices
  • Ordered by Oldest, Newest, Highest amount, lowest amount 

For any tenant on the list you will be able to click to view the full tenancy details, which will allow you to assess their history and determine your course of action.

If any rent receipts from a tenant have not been reconciled, they will still be considered in arrears. If this is the case an “un-cleared balance” is shown prompting you to resolve the reconciliation prior to chasing any arrears.

By selecting one or more tenants from the list you have the option to send the appropriate communications to the relevant parties, based on your set of arrears email and letter templates.

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Tenant communication

  • Text – Use the default text message text or click edit to override this with your specific text
  • Email – select from your list of arrears email templates to send to tenants
  • Letter – select from your list of arrears letter templates to send to tenants

Guarantor communication

  • Text – Use the default text message text or click edit to override this with your specific text
  • Email – select from your list of arrears email templates to send to guarantors
  • Letter – select from your list of arrears letter templates to send to guarantors 

Landlord communication

  • Text – Use the default text message text or click edit to override this with your specific text
  • Email – select from your list of arrears email templates to send to landlords
  • Letter – select from your list of arrears letter templates to send to landlords

For any given selection you can choose any combination of text message, email or letter to the 3 parties involved (tenant, guarantor or landlord)

You will be able to click send to the chosen list in bulk whereby a progress page is shown.

All communication sent is stored as notes against the tenancy for future reference.

Text Messages Defaults

Currently there is one default text message for each of the tenant, guarantor and landlord. This can be overridden before sending. (SMS text messages cannot exceed 160 characters per text)

  • tenant = “Please contact us to discuss overdue rent of £%tenancy_tenantRentOverdueAmountOnly% - %agencyName% %office_name%”
  • landlord = "Please note that the rent for %property_addressNumberStreet% is currently overdue"
  • guarantor = "Please contact us to discuss overdue rent for %property_addressNumberStreet% - %agencyName% %office_name%"

Arrears Letter Templates

Maintaining arrears letter templates can only be done by a user with the Edit Documents permission.

Select Admin, then Edit Documents. This will then show you a list of your templates which can be edited and tested here.

Arrears templates should be created with the following department and system placement settings:

  • In which departments will this document appear? = Residential Lettings 
  • Where in the system will this document be created? = Tenancies
  • Does this document relate to an automatic system document? = “Rent Arrears (tenant)” or “Rent Arrears (landlord)” or “Rent Arrears (guarantor)” 

You will be able to create your letter templates using tags to insert specific details into the letter. Please see related article

Arrears Email Templates

Maintaining arrears email templates can only be done by an admin user.

  • Select Admin
  • System Configuration
  • Custom Email Templates and then select edit

This will present a list of all adhoc and rent arrears email templates.

You can create or edit a template and use tags (see below) to insert specific details into the email.

Rent arrears email templates should have a template type of either “Rent Arrears (tenant)” or “Rent Arrears (landlord)” or “Rent Arrears (guarantor)”