The steps below outline how you approach ending a tenancy, and the management of it, as well as what to do when the tenant has vacated the property and how you finalise the tenancy so that it shows as vacated.

This article includes: 

Ending a tenancy

  1. Click Tenancy on the main toolbar
  2. Select the relevant tenancy from Recent & Favourite Tenancies
    1.  Alternatively, find the tenancy using the Search Tenancies bar in the top right
  3. Click Tenancy on the side menu
  4. Click Vacate Property
  5. The Vacate Property window appears
    1. Enter a Target Vacate Date

      Target_date.png

  6. Click Start Vacate. (Alto will then generate the relevant Event driven letters)
  7. You will now be back on the Tenancy. (Alto may warn you to make sure rents are demanded to the correct dates)
  8. If you click Progression, you'll be taken to the Tenancy Vacate In Progress screen

Vacate_progression_SS.png

Managing the ending of a tenancy

  1. Click Progressions on the main toolbar
  2. Within Lettings on the side menu, click Vacating Property
  3. Click the relevant property in the list for which the tenancy is ending
    1. Alternatively, find the property using the Search Lettings bar in the top right

You will now be in the Vacate In Progress screen. To the right of the screen, you can:

  • Add Note(s)
  • Send E-Mail
  • Send SMS (cost)
  • Amend review dates and target vacate dates

 Best practice

On the Progressions screen, before Finalising the Vacate, best practice is to go through the Progress tab in the Transaction Management section. Not all of the items will be relevant and they aren't mandatory. If you don't wish to enter any of the dates in the Progress section, you can continue following the rest of the steps

Tenant has vacated the property

  1. Click Progressions on the main toolbar
  2. Within Lettings on the side menu, click Vacating Property
  3. Click the relevant property in the list to take you through to the relevant tenancy
    1. Alternatively, find the property using the Search Lettings bar in the top right
  4. The Tenancy Vacating Overview appears so now you can update the Progress on the Vacating of the Tenancy. Click Actions 
  5. In the dropdown menu, click Finalise Vacation
  6. The Finalise Vacation window appears
    1. Confirm the Tenancy Information you are ending is linked to the correct Property and Owner (landlord)
    2. Add any relevant Notes
  7. Click OK to finalise the vacation process
    1. You will now be asked to confirm the change to the tenants forwarding address 
      For more information on Adding a second address for a contact, click here

 Note

Alto may warn you to make sure rents are demanded to the correct dates

Related articles: 

Partial deposit refund for custodial deposit scheme - Tenant Fee Ban

Partial deposit refund for insured deposit scheme - Tenant Fee Ban

Reverting a tenancy back to active when it has been vacated

Changing a let property back to available

Deposit and tenancy fee warning triangles

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