Renewals, breaks, holdover and notices to vacate
Renew a lease with a new term and rent, and offer it to the tenant on their page. Let the new lease take over on its first day. Break options, holdover rent and notices to vacate each have their dates.
PLANSEvery plan
The problem it solves
- A lease ends and nobody noticed until the tenant asked for their deposit.
- Renewals are a new paper lease and a gap in billing between the old one and the new.
- A tenant's notice came by email, and the leaving date was worked out wrongly.
- The break date passed and the landlord lost the chance to use it.
How it works
- 90 days before a lease ends without a renewal or a notice, the tenant and the property manager are told (Lease Ending).
- Renew: the new term (from the day after the end, same length) and the New Rent are filled in; change them and Make the Renewal. A draft copy opens, marked Renews.
- The tenant sees the renewal offer on their page and accepts or declines with a note; the answer is posted on the draft for you.
- Confirm the renewal. The old lease ends the day before; on the start day the new one takes over the units, with no move-out or move-in.
- Notice to Vacate: given by the tenant or you, with the reason, how it was served and proof. Leaves On works itself out from the notice days.
- Serve. The lease ends on that day, the units show Notice Given and the tenant is told. A tenant can give notice from their page; it comes in as a draft for you to serve.
Everything it does
Renewal
- Renew on a confirmed or running lease, once
- New start, new end, new rent, a note
- The draft copies units, joint tenants and terms; Renews and Renewed By link the two
- Takeover on the start day by an hourly job
Notice to vacate
- Given By: Tenant or Landlord
- Reason: End of Term, Tenant Moving, Own Use, Sale of the Unit, Renovation, Rent Arrears, Breach of the Lease, Break Option, Other
- Method: Portal / App, Email (the default), WhatsApp, By Hand, Registered Post, Notary / Court; proof of service file
- Leaves On: served date plus the notice days of whoever gave notice; never before the lease end for End of Term
- States: Draft, Served, Withdrawn, Moved Out (by itself once the units are back)
- Withdraw a draft or served notice: the lease rolls on again
Break options
- Break date, who may break (Tenant, Landlord, Either), notice days (90 to start with)
- Notice By works itself out
- Penalty, conditions, state Open, Used or Lapsed
Holdover and term
- Holdover Rent (%): rent after the end while the tenant stays without a renewal (100 % to start with)
- Rolls On After the End: month by month with no holdover
- Lock-in until a date; tenant and landlord notice days
- Registration kept on the lease: where, number, date, stamp duty
Who uses it
Lease userRenews leases, records and serves notices.
Lease ManagerWithdraws notices and watches leases ending.
TenantAccepts or declines a renewal offer and gives notice from their page.
Where you use it
- Web: Renew and Notice to Vacate on the lease; Lease > Leasing > Leases > Notices to Vacate; filter Ending in 90 Days on leases
- Tenant web page: renewal offer with Accept or Decline, and Give Notice
- Not a reminder for break dates: Notice By is shown on the break line, but no message is sent for it
What you control
Settings
- Holdover rent: 100 % to start with
- Break notice: 90 days to start with
- Notice method: Email to start with
- Lease Ending message: 90 days before (fixed)
Notifications
- Lease Ending: to the tenant and the property manager, 90 days before the end, by email and in-app
- Notice to Vacate Served: to the tenant, by email and in-app
- These go out at once; each person can switch off a channel, such as email, for themselves; in-app notices always arrive
Questions
Is there a gap in billing between the old lease and the renewal?
No. The old lease ends the day before the new one starts. The new one takes over the units on its first day without a move-out.Can a tenant give notice online?
Yes. On their page they choose the day they will leave and add a note. It arrives as a draft notice with a to-do for you; you serve it.Are we reminded of break dates?
Each break shows its Notice By date on the lease. There is no message for break dates; use the list of leases or your calendar.What if the tenant stays after the end?
Unless the lease rolls on, the tenant is billed holdover rent at the percentage you set, from the day after the end.Related features
LEASES AND RENTLeases with joint tenants, guarantors and several unitsA lease holds the tenant, joint tenants, occupants, guarantors, one or more units, the term, the rent and how it is paid. Confirm it and the rent schedule, the deposit and the unit statuses follow.LEASES AND RENTRent reviews, stepped rents and price indexesEach lease carries its own rent increases. Use a share or an amount every so many months, or stepped rents from set dates. Or use a price index such as CPI with a floor and a cap. Bills pick up the new rent on the day it starts.CHECKS, DEPOSITS AND REPAIRSMove-in, move-out and inspection checks with photos and signaturesWalk the unit at move-in, move-out and in between with a check. Check points are cards answered with one tap. The check takes photos, meter readings, the item list, keys and damage. Your staff sign first and the tenant signs last. The tenant gets the PDF; new damage at move-out becomes proposed deposit deductions.TENANTSNotices with proof of sending, read receipts and emergenciesWrite a notice to one tenant or to every tenant of a building from your own templates. SmartMy records when it went, how it was served, the proof, and who has read it.REPORTS AND AILease expiries, arrears ageing and collectionSee which leases end when and how much rent ends with them. See every unpaid lease bill by how late it is, and billed against collected each month.
See your buildings on it.
Tell us how many properties and units you have, whether you let your own or manage for owners, and how rent is paid today. We will set up your portfolio with you on SmartMy Lease.