Request a document from a tenant
Create a clear document request, select the correct tenant, explain what is required, add a due date and monitor the response through the Tenant Portal.
A document request creates a tracked action for a selected tenant. The tenant can review the instructions and upload a file through the Tenant Portal. The uploaded document should still be reviewed before it is accepted or relied upon.
How tenant document requests work
The request records what document is required, which tenant should provide it, the due date and the current response status.
Request: Updated identification document
24 Oak Avenue · Connected tenant
Review the uploaded document, its contents and its connection before treating the request as complete.
When to request a document
Tenant-specific record
Request a file that should be provided by one named tenant.
Missing tenancy document
Request a document required for the current or relevant tenancy record.
Property-related evidence
Request photographs or supporting information linked to a property issue.
Before creating the request
- Confirm the document is genuinely required.
- Check whether the document is already stored.
- Review previous tenant uploads.
- Confirm the correct tenant and tenancy.
- Check the tenant’s portal access.
- Review the tenant’s email address.
- Decide what file types or information are acceptable.
- Set a reasonable due date.
- Prepare clear and proportionate instructions.
- Avoid requesting unnecessary personal information.
Keep the request limited to the information needed for the stated property or tenancy purpose.
Open the document request area
Open Documents
Select Documents from the main Estavo navigation.
Open Document Requests
Select the area containing current and previous tenant requests.
Review existing requests
Check whether the same document has already been requested.
Select New Document Request
Open the request setup form.
Select the correct tenant
Do not send a request to a former or unrelated tenant because their name is similar or they previously occupied the property.
Choose the document type
Identification document
Use only where an updated or missing identification record is appropriately required.
Signed tenancy document
Request a signed page or completed tenancy-related record where appropriate.
Photograph or maintenance evidence
Request clear images supporting a maintenance or property issue.
Other supporting file
Use a clear custom description when no standard document type applies.
Add clear upload instructions
- Use plain language.
- Identify the exact document required.
- Explain whether all pages are needed.
- Ask for a clear and readable file.
- Explain whether photographs should show a specific area.
- Avoid vague requests such as “send documents”.
- Avoid asking for unrelated personal information.
Set a due date
- Select a realistic response date.
- Allow time for the tenant to access the request.
- Consider whether the document must be obtained urgently.
- Avoid an unnecessary same-day deadline.
- Record a reminder before or after the due date.
- Explain the deadline in the request message.
- Review overdue requests regularly.
It records when a response is expected but does not independently create or enforce a legal obligation.
Review the expected document visibility
Decide how the uploaded file should be treated after it is received.
- Keep sensitive tenant documents private by default.
- Review the file before changing visibility.
- Do not make identification documents broadly visible.
- Check whether joint tenants should see the file.
- Connect the upload to the correct tenant record.
- Review the document after submission.
Send the document request
Review the tenant and tenancy
Confirm the request is connected to the correct person and property.
Review the request instructions
Check the title, description and required file.
Confirm the due date
Make sure the expected response date is correct.
Select Send Request
Create the portal request and related notification.
Wait for confirmation
Confirm Estavo records the request as sent.
Monitor the request status
Request created
The request has been issued to the selected tenant.
Tenant opened it
The tenant has viewed the request through the portal.
File submitted
The tenant has uploaded a document for review.
Due date passed
The request remains incomplete after the due date.
Send a document-request reminder
Open the outstanding request
Review the original instructions and due date.
Check the activity history
Confirm whether the tenant has viewed or responded.
Select Send Reminder
Create a follow-up notification without creating a duplicate request.
Review the reminder message
Keep the wording factual and proportionate.
Send and record the reminder
Confirm the follow-up appears in the request activity.
When the tenant uploads a file
- Open the request notification.
- Open the uploaded file.
- Confirm it can be viewed.
- Check every page or image.
- Confirm it responds to the original request.
- Review the tenant and tenancy connection.
- Check whether the document contains unrelated information.
- Apply the correct title and category.
- Keep the file private until it has been reviewed.
- Accept it or request another version as appropriate.
The tenant may submit the wrong file, an incomplete scan or a document that does not meet the request.
Cancel an outstanding document request
Open the request
Confirm it is the correct outstanding item.
Review whether a file was already uploaded
Check the request and document history before cancelling.
Select Cancel Request
Close the request without marking it as completed.
Add a cancellation reason
Record why the document is no longer required.
Review the final status
Confirm the request no longer appears as outstanding or overdue.
Common document-request problems
The tenant cannot be selected
Check the tenant is connected to the selected tenancy and has an active account record.
The tenant did not receive the request
Review the email address, portal access and request delivery status.
The request appears twice
Check for duplicate requests created for the same tenant and document type.
The tenant cannot upload a file
Check the request is active, the due date has not blocked access and sufficient storage is available.
The uploaded file cannot be opened
Ask the tenant to upload a new supported and readable version.
The wrong tenant received the request
Cancel the request, review the tenancy connection and create a new request for the correct tenant.
The request remains overdue after upload
Review the submitted file and complete or update the request status.
The reminder created another request
Review the activity and retain one active request containing the complete history.
The document request has been sent
The next guide explains how to review a document uploaded by a tenant and decide whether to accept it, replace it or request another version.
Continue to review an uploaded document