Finishing a tenancy

When finishing a tenancy, there are certain parameters that need to be met. How you end the tenancy depends on its type, so follow the section that applies below.

This article includes:

• Finishing an Assured Periodic Tenancy (APT)
• Finishing a non-APT tenancy
• Completing the move out

Finishing an Assured Periodic Tenancy (APT)

Use this process for Assured Periodic Tenancies, where the tenant has served notice to end the tenancy.

1. Click the Residential Lettings department tab
2. Click Tenancies on the main homebar
3. Search for the relevant tenancy in the Find bar and click Go. Click View on the relevant record
   1. Alternatively, find and click the relevant tenancy from within the Last Viewed section
4. On the tenant Summary tab, click Start Termination Process
5. Click Tenant Notice Received
6. On the Tenant Notice Received screen, click the calendar to select the Proposed Tenancy End Date
7. In the Tenant Information section, enter the Notice Received Date (typically this is on or shortly after the S8 served date)
8. Enter the Acknowledgement Sent Date
9. Then, enter any Tenant Notes 
10. In the Landlord Information section, enter the Notification Sent Date
11. Enter the Decision Received Date
12. Select the Decision accordingly - New Tenants Required or Not Reletting
13. Then, enter any Landlord Notes
    
14. Click Save
15. You will be taken back to the Tenant Termination Details screen. Click Finalise Termination
    
16. The Tenancy End Date will be shown. Tick Schedule Move Out Inventory and use the calendar to select the Proposed Inventory Date, where applicable
17. In the Advanced Options section, use the dropdown to select whether the landlord is re-letting with your agency (Is The Landlord Re-Letting This Property With Us?)
18. Use the dropdown to select whether to show the property on market (Show Property On Market Now?). If you select Yes, record the Next Available Date
19. In the Forwarding Addresses section, tick Add Forwarding Addresses? and enter the forwarding address for the tenant(s), where applicable
20. Enter Your Confirmation Code
    
21. Click Finalise Termination

Continue to Completing the move out below.

Finishing a non-APT tenancy

Use this process for Assured Shorthold Tenancies (ASTs) and other non-periodic tenancy types.

1. Click the Residential Lettings department tab
2. Click Tenancies on the main homebar
3. Search for the relevant tenancy in the Find bar and click Go. Click View on the relevant record
   1. Alternatively, find and click the relevant tenancy from within the Last Viewed section
4. On the tenant Summary tab, click Start Renewal Process
5. The Renewal tab opens. Click Ending
6. The Tenancy End Date will be shown. Tick Create Notice To Quit Pack? if needed
7. Tick Schedule Move Out Inventory and use the calendar to select the Proposed Inventory Date, where applicable
8. In the Advanced Options section, use the dropdown to select whether the landlord is re-letting with your agency (Is The Landlord Re-Letting This Property With Us?)
9. Use the dropdown to select whether to show the property on market (Show Property On Market Now?). If you select Yes, record the Next Available Date
10. In the Forwarding Addresses section, tick Add Forwarding Addresses? and enter the forwarding address for the tenant(s), where applicable
    
11. Click Save
12. Where you have ticked Create Notice To Quit Pack?, the Create Document screen opens. Select the Template, enter a Document Name, confirm the From and From Office details, and choose whether to create the letter for an individual tenant
    
13. Click Save

Continue to Completing the move out below.

Completing the move out

The remaining steps are the same for both tenancy types.

1. Return to the tenancy Summary tab. The options to Book Move Out and Tenancy Ended will be visible
2. Click Book Move Out to decide where to meet (the property or office) and enter a date, either manually or from the diary within Jupix
3. Click Tenancy Ended to open the screen where you can choose the property marketing availability, enter the meter readings, and unshare PropertyFile

Once you complete the Book Move Out screen, the option to Return Deposit will show on the Summary tab. This allows you to return the deposit to the relevant parties as agreed.

Once the deposit has been returned (where applicable) and the tenant ledger has a zero balance, the Tenancy Finished option shows on the Summary tab. From here you can remarket the property, and once saved, the tenancy shows a status of Finished.

Related articles:

Renewing a tenancy

Landlord Possessions (Section 8)