How to produce a tenancy agreement

Alto uses its own word processor to produce tenancy agreements and letters. The templates for these are set up with merge codes, so when you produce a tenancy agreement or any other letter, the details of the record you have selected is merged with the merge codes to produce a complete document. Once complete, you're able to edit the document before sending it to print, email or e-sign. 

There are two types of letter templates in Alto: 

• Ad hoc template
• One that is based upon a Timeline entry (also known as an event-driven template)
  An event driven letter is triggered by a specific process, i.e. when a market appraisal has been completed or an offer accepted

A tenancy agreement is often created as an Ad hoc template and will be available in your letter library.

1. Click Tenancies on the main toolbar
2. Select the relevant tenancy for whom you are creating the tenancy agreement, from Recent & Favourite Tenancies
   1.  Alternatively, find the tenancy using the Search Tenancies bar in the top right
3. The tenancy Overview screen opens. Click Docs
4. In the dropdown menu, click Write a Letter...
5. In the Write a Letter window, click Ad hoc, using a letter template from my library
6. Click Next
7. Choose which template to use for your letter
   1. Filter by Brand, Branch, Sale/Rent to refine the list
   2. Click your preferred template to select it
   3. Double click a template to preview it
8. Click Next
9. Choose the records for your letter:
   1. Associated Contact - This is either the landlord or tenant whom you are preparing the agreement for
   2. Associated Property - This can be changed if necessary
   3. Associated Tenancy - This can be changed if necessary
   4. Associated Supplier - Search for and select a supplier, if you have this merge field in your agreement
   5. Send from - Use the dropdown menu to edit if necessary
   6. Appearance (Branch/Brand) - If your agency uses different branding, select the necessary brand
10. Click Finish. Your document will open up in a new tab on your browser

As you scroll down the page, you'll see details of the selected record that has merged with the Tenancy Agreement template. 

1. Edit the contents of the template, if required (Insert text from Microsoft Word and other document editors, add formatting, tables etc)
   For more information on Letter editor features, click here
2. On the top toolbar of the document:
   1. Click Save if you have made any changes
   2. Click Preview PDF to show an example of your letter on the chosen stationery
   3. Cancel to void the merged document
   4. Close to save the letter to your letter rack 
3. Click Finalise, then Print, Email, Print and Email or eSign (if activated)
4. A record of the document is saved in the Timeline of all records it is associated with, which you can refer to at a later date if necessary

Related articles: 

Activating eSigning

Adding eSigning merge codes to letter templates

eSign authorised signatory

Email Templates