Renew or extend a tenancy
Record a tenancy renewal or extension, update the relevant dates and review the rent, deposit, tenants and supporting documents.
A tenancy renewal can be recorded by extending the existing tenancy or by creating a new linked tenancy period. The appropriate method depends on whether the terms remain substantially the same and how you want to preserve the tenancy history.
Choose how to record the renewal
Extend the existing tenancy
Update the end date where the same tenancy continues without a meaningful break and the core terms remain substantially unchanged.
Create a new renewal period
Create a new linked tenancy where you need a clear record of the previous term and the renewed term, particularly when dates, rent, tenants or documents have changed.
Avoid overwriting historical dates, rent and documents where the original tenancy information was correct. A separate renewal record can make the history easier to understand.
Before renewing the tenancy
- Confirm the tenants who will remain in the property.
- Review the current tenancy end date.
- Confirm the new term and renewal dates.
- Review whether the rent amount will change.
- Confirm whether the payment frequency or due date changes.
- Review the deposit amount and protection information.
- Check whether a tenant is leaving or joining.
- Prepare the renewal agreement or supporting documents.
- Review outstanding rent or maintenance issues.
- Confirm Tenant Portal access remains appropriate.
Open the tenancy record
Open Tenancies
Select Tenancies from the main Estavo navigation.
Find the current tenancy
Search using the property address, tenant name or tenancy reference.
Review the current information
Check the property, tenants, dates, rent, deposit, documents and current status.
Select Renew, Extend or Edit
Use the available tenancy action that matches the renewal approach.
Extend the existing tenancy
Use this option where the same tenancy continues and the existing record can be updated without losing important historical information.
Open the tenancy dates
Review the current start and end dates.
Enter the revised end date
Add the new tenancy end date or extension date.
Review the rent information
Confirm whether the rent, frequency and payment date remain unchanged.
Upload the extension document
Store the signed renewal, extension or variation document where available.
Save and review
Confirm the revised tenancy dates and check the rent schedule has updated correctly.
Create a separate renewal record
A separate renewal record keeps the original tenancy intact and creates a clear new period for the renewed terms.
Complete the original tenancy period
Confirm the original tenancy has the correct end date and status.
Select Renew or Create New Tenancy
Use the renewal option where available, or create a new tenancy for the same property.
Select the property and tenants
Reuse the existing property and tenant records. Do not create duplicates.
Enter the new tenancy dates
Add the renewal start date, new fixed end date and relevant review dates.
Enter the renewed terms
Review the rent, deposit, payment frequency, tenants and supporting documents.
Save and activate the renewal
Confirm the new tenancy does not overlap incorrectly with the previous term.
Review the tenants included in the renewal
Remove the tenant from the renewed tenancy where appropriate, but retain their tenant record and previous tenancy history.
Review or update the rent
- Confirm the rent amount for the renewed period.
- Review the payment frequency.
- Confirm the first due date for the renewal.
- Review the regular payment date.
- Add the effective date of any rent change.
- Confirm the payment reference remains correct.
- Review the newly generated rent schedule.
- Avoid altering correct historical rent charges.
A renewed rent should normally apply from the renewal date. Check that earlier rent periods retain their original amount.
Review the tenancy deposit
Review the external deposit-protection requirements applying to the renewal and record the completed details in Estavo.
Upload the renewal documents
Renewal agreement
Upload the final renewal agreement or extension document.
Updated tenancy agreement
Store the complete updated agreement where a new document was issued.
Rent-change documentation
Upload relevant documents where the rent changed for the renewed period.
Deposit documents
Store any updated protection or prescribed information.
Review the renewed rent schedule
- Confirm the renewal starts on the correct date.
- Check the new rent amount.
- Confirm the payment frequency.
- Review the first renewed payment date.
- Check the final charge against the renewed end date.
- Confirm no duplicate charges overlap the old tenancy.
- Check historical charges remain unchanged.
- Review imported or matched payments after activation.
Common tenancy renewal problems
The renewed tenancy overlaps the old one
Review the previous end date and the new renewal start date.
The rent schedule contains duplicates
Check whether both the extended tenancy and a new renewal record generated charges for the same period.
A former tenant remains included
Edit the renewal and remove the person while retaining their previous tenancy record.
The renewed rent starts too early
Review the rent-change effective date and renewal start date.
The deposit information is missing
Review whether the original deposit remains linked and add any updated protection details.
The renewal is not showing as active
Check the renewal status and confirm its start date has been reached.
The tenancy renewal is recorded
The final guide in this category explains how to end a tenancy, close related records and review the tenant’s portal access.
Continue to end a tenancy