Change the ownership of a rented property

This article guides you through the full process of changing the landlord on a rental property.

There are different reasons you may need to change the ownership of a let property. Use the flowchart below to direct you to the correct process.

Follow this article to complete a full change of ownership. There are two scenarios to consider when changing the ownership of a rented property: with or without rent arrears.

This article includes:

• Ending the tenancy
• If the tenancy has rent arrears
• If the deposit is held in the agency's deposit account
• If the deposit is held externally
• Duplicating the property
• Setting up the new property record
• Setting up the tenancy on the new property record
• Transferring the deposit from the original tenancy
• Finishing the original tenancy
• Finishing setting up the new tenancy record

Ending the tenancy

How you end the tenancy depends on the tenancy type. Open the section that applies:

If the tenancy has rent arrears

You will need to credit all unpaid rents on the tenant ledger.

1. Click the Tenant Ledger tab
2. Click Credit Rent next to the unpaid rent demands

Once the tenant ledger balance is £0.00, return the deposit to the tenant on Jupix. This process differs depending on where the deposit is lodged.

If the deposit is held in the agency's deposit account

1. Go to the Summary screen of the relevant tenancy record
2. Click Transfer Deposit
3. Confirm which account you are transferring the deposit to. This is normally the Rent Account
4. Click Save

Once saved, reconcile the deposit:

1. Go to the deposit account and reconcile the deposit payment Out
2. Go to the rent account and reconcile the deposit payment In
3. Return to the relevant tenancy Summary screen. The Return Deposit button will now show

For the deposit to be transferred to the tenancy under the new owner, you need to withhold the deposit in full.

1. Click Return Deposit
2. Under Withheld Cash, enter the reason Change of ownership
3. In the Amount box, enter the full deposit amount
4. Click Save

Once saved, the deposit amount shows as Cash Withheld on the tenant's ledger.

If the deposit is held externally, for example with the DPS

1. Go to the relevant tenancy Summary
2. Click Return Deposit
3. In the Deposit amount returned to agency by scheme (£) box, enter the full deposit amount
4. Click Save
5. Go to the Rent Account and reconcile the payment In

The deposit is now left on the existing tenant ledger, ready to be transferred later in the process.

Duplicating the property

1. Find the relevant property record
2. Click Put On Market
3. Untick all Websites. All other details can be left
4. Click Save

Once saved, you are taken back to the property Summary.

1. Click Special Actions
2. Select Duplicate This Property
3. Click Save

Once complete, return to the property Summary.

1. Click Hide From Market
2. Click Save
3. Click Special Actions
4. Click Withdraw. You do not need to Create Withdrawal Letter or change the Board Status at this time
5. Click Save
6. On the Property Details section, click the red Edit Property Details
7. Edit the property address to include "OLD LANDLORD" or similar at the start, to clearly mark this record as no longer in use
8. Click Save

Add a note to the property record:

1. Click the Notes tab on the property Summary
2. Click Add Note
3. Tick Keep This Note At The Top
4. Add a relevant note confirming that the property has changed ownership
5. Click Save

Setting up the new property record

1. Find the new duplicated property record using the main Find bar. Enter the word Copy
2. Select the relevant Copy property record
3. On the Property Details section, click the red Edit Property Details
4. Remove the word Copy from the property address
5. Click Save

Click Special Actions, then allocate the new owner.

If the new owner already has a record in Jupix

1. Select Change Ownership
2. Enter the new owner's name and click Search
3. Click the red Select to allocate the correct owner to this property record
4. Click Save

If the new owner's details are not already in Jupix

1. Click Add New Owner
2. Enter the relevant landlord contact details
3. Click Save
4. Click Save again

Setting up the tenancy on the new property record

1. From the new property Summary, select the Property Management tab
2. Click New Application
3. Search for the existing tenant by name
4. Click the red Select to allocate the correct tenant to this tenancy. Repeat to add all relevant tenants
5. Ensure Issue Application Charges is unticked
6. Click Save

You are taken to the Application Details screen.

1. Click Landlord Accepted Offer
2. Select No for Keep Property On Market
3. Select References Pending for Property Availability
4. Click Save

You are returned to Application Details.

1. Click Referencing Successful

On the Referencing Successful screen, complete the details below:

1. Select the correct Management Type from the dropdown
2. Enter the Management Fee agreed for the new owner
3. Select the Management Fee Type from the dropdown
4. Select the Lease Type from the dropdown
5. Enter the tenancy Term (the term of the original tenancy, or the term of the new tenancy agreement)
6. Select the Term Type from the dropdown
7. Set the Tenancy Start Date. This is the same as the original tenancy, unless a new tenancy agreement has been signed, in which case use the date on the new agreement
8. Set the Tenancy End Date and Earliest Termination Date. These should be the same as the original tenancy, unless there is a new tenancy agreement
9. Enter the Rental Amount
10. Select the Rental Frequency from the dropdown
11. Enter the Deposit Amount
12. Untick Schedule Move In Inventory
13. Click Save

You are now on the Tenancy Details screen. Run through the following, as per creating a new tenancy:

1. Click Add Missing Landlord Details and complete the information required
2. Click Add Missing Overseas Details and complete the information required
3. Select the Summary tab
4. Click Add Deposit Scheme and complete the information required
5. Click Record Gas Safety and complete the information required, ensuring the expiry date matches the existing certificate
6. Add any other related safety certificates
7. Select the Summary tab
8. Click Add Landlord First Account. If no charges are to be applied, change the charge amounts to £0.00
9. Click Save
10. Click Add Tenant First Account
11. Set the First Period dates from the completion date to the day before the next rent is due
12. Set the Standing Order Start Date as the next rent due date
13. Amend the apportioned rent in the Charge Amount box if required
14. Leave the deposit amount in the Charge Amount box (this is transferred from the old tenancy later)
15. Remove any other amounts in the Charge Amount boxes
16. Click Save
17. Confirm the details and click Save on the Rent Breakdown screen

Transferring the deposit from the original tenancy

1. Click Tenancies on the main homebar
2. Use the Find bar to open the original tenancy record

If the deposit is showing as Cash Withheld on the tenant ledger, it needs to be released before it can be transferred to the new tenancy.

1. Click the Tenant Ledger tab
2. Click Add Tenant Expenses
3. Tick Use Withheld Cash?
4. For Expense Payable To, select Supplier from the dropdown
5. Enter the Description Change of Ownership
6. For Amount (£), enter the full deposit amount
7. For Inclusive of VAT, select No VAT
8. For Supplier Name, select any supplier. Once added, the charge is credited in full to release the withheld cash
9. For Is this a recurring expense?, select No
10. Click Save
11. Click Credit Charge next to the charge applied to the tenant ledger
12. Click Save

This gives you the deposit amount on the Ledger Balance, which can now be transferred.

1. Select the Summary tab on the original tenancy
2. Click Special Actions
3. Select Transfer Tenant Cash
4. For Total Transfer Amount, enter the total cash balance of the tenant ledger (the deposit amount plus any cash the tenant has on account)
5. For Reason For Transfer, enter Change of Ownership
6. For Transfer To, select Tenant from the dropdown
7. Under Select Tenancy, enter the tenant's name
8. Click Search
9. Click Select on the new tenancy record
10. Click Save

The cash balance is now transferred to the new tenancy and allocated against the outstanding deposit.

Finishing the original tenancy

1. On the original tenancy record, select the Summary tab
2. Click Tenancy Finished
3. Click Save
4. Select the Safety Certificates tab
5. Delete the previous Gas Certificate and any other relevant safety certificates from the old tenancy record, to avoid duplicate reminders
6. Click View Property Record in the top left corner to go to the original property record
7. Click Special Actions
8. Click Archive Property
9. Enter the code
10. Click Confirm Archive

Finishing setting up the new tenancy record

Now transfer the deposit back to its original location, for example your agency deposit account or DPS Custodial.

Finally, add a note to the new tenancy and start it:

1. Go back to the new preparing tenancy Summary
2. Select the Notes tab
3. Click Add A Note
4. Tick Keep on Top
5. Add a relevant note referring back to the old tenancy record for historic enquiries
6. Click Save
7. Select the Summary tab
8. Click Tenancy Started
9. Enter meter readings, if required
10. Schedule the next inspection, if required
11. Click Save

Once saved, the process is complete.

Related articles:

Finishing a tenancy

Create a periodic tenancy