How do I renew a Tenancy?

Outlined below are the steps that are taken to renew a tenancy from the Tenancy Information.

This article includes: 

• Add a renewal date to a tenancy
• Renew a tenancy
• Renew a tenancy with TDS
• View and manage tenancy renewals from the Organiser
• Generating letters to Landlords and Tenants
• Part refund a deposit

Add a renewal date to a tenancy

When a tenancy is first created, the Tenancy Start Date and the Current Start Date are added as the same date, providing the term is added as either Months or Years. The Renewal Date and Notice to Quit dates will update automatically.
For more information on How do I create a tenancy, click here

Renew a tenancy

1. Double click Tenancies from the side menu
2. Search for the relevant Tenancy using Search Text by Name, Code or Status
   1. Alternatively, find the Tenancy using Additional Options from the dropdown menu
   2. Or select a Branch if multi branch is set up on your CFPwinMan
3. Click on the Tenancy
4. The Tenancy Details tab will be displayed
   1. Current Start Date - Enter the date which the new tenancy agreement starts
   2. Months - Enter the term in Months or Years
   3. On your keyboard, press the Tab key for the update message to appear
   4. Click Yes if you agree with the dates
   5. Click OK to the warning that the Current Start Date is after the Rent Due Date

If you enter the term in Months or Years incorrectly, simply overtype, then press Tab to accept the Renewal and Notice to Quit Dates.

Renew a tenancy with TDS

If your agency has the TDS Upload module switched on, there is an additional tab on the Tenancy Information which needs completing each time you make changes to the Renewal Date.
For more information on How do I renew a tenancy for TDS uploads, click here

View and manage tenancy renewals from the Organiser

All tenancies with a Renewal Date will appear on the Organiser a number of days ahead of the due date, depending on the settings in your User Defaults.
For more information on How do reminder dates show on the organiser, click here

1. Click Reporting on the main toolbar
2. Click Organiser from the dropdown menu
3. Renewal coming up is listed on the left column 
   1. Click View - A list of all tenancies due for renewal will appear
      • Red - Dates in the past
      • Yellow - Dates due today
      • White - Dates due in the future
   2. Edit the date range using the date fields on top of the displayed list, then click Filter by Date
   3. Click on any header to re order your list
   4. Type in the blue line under the header to search in a column
   5. Click the black arrow on the end of a line, then double click to open the Tenancy Information
   6. To send an email to Tenants
      1. On your keyboard, hold down Ctrl then click the black arrow on the records to send an email
      2. Right click, select Email Tenancy
      3. A message will appear if any tenants don't have an email address, click OK
      4. The names and email addresses will appear. Untick any you don't want to send a message to
      5. Type your Email Message into the contents 
      6. Send Email Now is ticked
      7. Click Confirm 
      8. If you don't have email set up, click here for more information on How do I set up CFPwinMan to send emails
   7. To send an SMS to Tenants
      1. On your keyboard, hold down Ctrl then click the black arrow on the records to send a SMS
      2. Right click, select SMS Tenancy
      3. The names and mobile numbers will appear. Untick any you don't want to send a message
      4. Type your SMS Message into the contents 
      5. Send SMS Now is ticked
      6. Click Confirm
      7. If you don't have SMS set up, click here for more information on How do I set up and send SMS text messages

Generating letters to Landlords and Tenants

If you write to your Landlords and Tenants to seek instruction of a renewal, or at any other time during the renewal process, standard renewal templates can be created.

1. First, create your letter template
   For more information on How do I create a letter, click here
2. Then, create your new templates in the Letters tab, as a tab and a button
   For more information on How do I add a letter template to a quick letter button, click here

Part refund a deposit

Due to changes in the Tenants Act 2019, there is legislation surrounding the amount of deposit which can be held.
For more information on What is the maximum permitted deposit, click here

When a tenancy renews, if the deposit exceeds the permitted amount, a part refund of the deposit must be given back to the tenants.
For more information on How do I partially refund a deposit, click here