End a tenancy
Record the final tenancy date, review outstanding rent and deposits, close related records and manage the tenant’s portal access.
Ending a tenancy closes the active tenancy period while retaining the property, tenant, rent, deposit, documents, communication and activity history. The tenant record should not normally be deleted.
Before ending the tenancy
Review the tenancy and connected records before changing its status.
Check the actual contractual or agreed tenancy end date.
Check expected rent, received payments and any outstanding balance.
Confirm the current status and any relevant return or deduction information.
Review outstanding repairs and check-out-related work.
Store check-out reports, statements and relevant correspondence.
Decide whether and when tenant access should be disabled.
Check the property address, tenant names and tenancy dates before proceeding, especially where the property has previous or future tenancy records.
Open the tenancy record
Open Tenancies
Select Tenancies from the main Estavo navigation.
Find the active tenancy
Search using the property address, tenant name or tenancy reference.
Review the tenancy information
Check the property, tenants, rent, deposit, documents and current status.
Select End Tenancy
Open the tenancy-ending process or edit the tenancy status where that is how the system is configured.
Record the tenancy end date
An incorrect tenancy end date may generate extra rent charges or cause the property to appear occupied after the tenant has left.
Review rent and payments
- Review all rent charges up to the final date.
- Check that no charges continue beyond the tenancy end.
- Match any final payments to the correct rent periods.
- Review outstanding or overpaid rent.
- Record any agreed adjustment or final charge.
- Check imported transactions for unmatched payments.
- Generate or retain the final tenant statement where required.
- Keep the financial history linked to the ended tenancy.
Ending the tenancy should stop future charges, but previous rent, payments and outstanding balances should remain available for the historical record.
Review and update the deposit
Complete the required process with the relevant deposit scheme or account provider, then record the resulting information in Estavo.
Review maintenance and check-out work
Open maintenance
Review outstanding repairs and determine whether they should be completed or carried forward.
Check-out photographs
Upload condition photographs and relevant inspection evidence.
Check-out report
Store the final inventory or property-condition report.
Final costs
Record relevant contractor invoices and property preparation costs.
Upload the final tenancy documents
- Final tenant statement.
- Check-out inspection or inventory.
- Photographs of the property condition.
- Deposit-return or deduction correspondence.
- Notice or surrender documents.
- Key-return confirmation.
- Final meter readings where recorded.
- Relevant maintenance invoices.
- Other tenancy-ending correspondence.
Review Tenant Portal access
Ending the tenancy may not automatically disable the tenant’s portal account.
Open the tenant record
Review the tenant’s current portal status.
Complete any outstanding requests
Review shared documents, messages and unresolved portal requests.
Decide when access should end
Allow access only for as long as it remains legitimately required.
Disable portal access
Use the portal-access settings to prevent future sign-in.
Retain the communication history
Removing access should not delete the historical messages and activity already recorded.
Update the property status
Once the tenancy has ended, review how the property should appear in the portfolio.
Vacant
Use where the property remains active but currently has no tenant.
Preparing for letting
Use where maintenance, cleaning or compliance work is in progress before the next tenancy.
Future tenancy
Add the next tenancy separately where new tenants and dates are already confirmed.
Archive property
Archive the property where it is no longer part of the actively managed portfolio.
Retain the tenant and tenancy history
- Keep the tenant record.
- Keep the completed tenancy record.
- Retain rent and payment history.
- Retain deposit and protection details.
- Keep relevant documents and communication.
- Retain checks and supporting records where appropriate.
- Mark records inactive or completed rather than deleting them.
- Reuse the tenant record if the person later begins another tenancy.
Deleting a tenancy may remove or disconnect its rent, deposit, documents and communication history. Use the completed or ended status instead.
Reopen a tenancy ended by mistake
Open the completed tenancy
Find the tenancy through the property or tenant history.
Review the recorded end date
Confirm that the tenancy was ended incorrectly.
Select Reopen or Edit Status
Restore the tenancy to the appropriate active status where the option is available.
Review the rent schedule
Confirm expected charges were not removed or incorrectly stopped.
Review portal and property status
Restore access and occupancy settings where required.
Common tenancy-ending problems
Rent continues after the end date
Check the tenancy end date, status and the final scheduled rent charge.
The property still appears occupied
Confirm the tenancy is completed and review the property status.
The tenant still has portal access
Disable portal access separately from ending the tenancy.
The deposit remains marked protected
Update the deposit record after completing the external release or deduction process.
The wrong tenancy was ended
Reopen the tenancy where possible and verify its dates, rent schedule and portal settings.
A new tenancy overlaps the old one
Review the previous end date and the new tenancy start date.
The tenancy is closed correctly
This completes the Tenants and Tenancies section. The next documentation category covers compliance records, certificates, expiry dates and renewal tracking.
Continue to compliance