Overview

The End of Tenancy process typically starts around three months before a tenancy expires.

During this period, landlords and tenants can:

• Renew the tenancy with updated terms, or

• Proceed with terminating the tenancy and preparing for move-out.

LoftyWorks provides a structured workflow to manage reviews, approvals, negotiations, and signing, while keeping all parties informed.

Who Is Involved

• Property Managers (PMs) – manage the process, propose terms, and coordinate communication.

• Landlords – review and approve or reject proposed renewal terms.

• Tenants – confirm renewal, negotiate terms, or decline and end the tenancy.

Where to Find Expiring Tenancies

Navigate to: Lettings > Tenancies > Expiring

Tenancies with 90, 60, or 30 days remaining until the end date automatically appear in the Expiring tab.

End of Tenancy Stages

The End of Tenancy workflow progresses through the following stages:

Once completed:

• The current tenancy is marked as Renewed or moves toward termination.

• A new tenancy is created with Upcoming status (if renewed).

Step 1: Landlord Review

The Property Manager proposes new contract terms to the landlord.

What You Can Set

• Current Rent – Display only

• New Rent Amount – Editable

• Proposed New Term Dates

• Email Template – Editable without overwriting template content

If the landlord does not have an email address on file, the system prompts you to add one before continuing.

Email Variables

Templates support variables such as:

• Property address

• Tenancy reference and dates

• Current and proposed rent

• Tenant and Property Manager details

• Confirmation link

Click Save & Send to email the landlord.

The status updates to Awaiting Landlord Reply.

Step 2: Landlord Email Confirmation

The landlord receives an email with a secure link (mobile and web friendly).

Landlord Options

• Accept or reject the proposed rent

• Propose a different rent

• Decide whether to renew with the current tenant

• Select a renewal term (3, 6, 9, 12 months, or rolling)

After submission:

• The PM is notified

• The workflow progresses to Landlord Replied

Step 3: Tenant Review

Based on the landlord's response, the system emails the tenant.

If the Landlord Chooses to Renew

The tenant is asked to:

• Accept or reject the proposed rent

• Accept or propose a different term

• Decide whether to renew

The PM can track progress and send reminders via the communication tool.

If the Landlord Chooses to Terminate

• The tenant and landlord are notified

• The tenancy proceeds toward termination

• The PM is reminded to update Deposit Management

• The End of Tenancy process is marked as Completed

Step 4: Tenant Email Confirmation

The tenant receives a confirmation email with a secure link.

Tenant Options

• Renew or decline renewal

• Accept or propose changes to rent and/or term

• Submit their response online

Once submitted, the system notifies the PM and updates the workflow to Tenant Replied.

Step 5: Final Confirmation & Signing

Renewal Outcomes

Depending on tenant responses, the PM may:

• Finalise agreed rent and term

• Upload or generate a new tenancy agreement

• Choose a signing method:

  • DocuSign (if connected)

  • PandaDoc (if connected)

  • Offline signing (upload signed agreement)

The tenancy is only marked as Renewed once the signed agreement is completed or uploaded.

Offline vs Online Signing

• You may switch from online to offline signing only if signing is not fully completed

• If one party has already signed online, both must re-sign offline

• If all parties have signed online, switching is not allowed

Completion

When the process finishes:

• The existing tenancy is updated (Renewed or Terminated)

• A new tenancy is created (if renewed)

• Tasks and calendar events are synced automatically

• A confirmation message is shown: "End of Tenancy Completed"

Notifications & Reminders

You can configure notifications for the End of Tenancy workflow, including:

• Upcoming expiry reminders

• Pending landlord or tenant responses

• Signing and completion alerts

These help ensure no renewal or termination step is missed.

For more information about tenancy, see:

• Tenancy Status & Lifecycle Management

• Edit Tenancy

• Move-Out Management

Questions?

If you have any questions about this topic or anything else, please get in touch with our Support Team. You can email us at <Support@LoftyWorks.com> or call us on +44 330 321 3500.