Tenancy Checklist

PaTMa's tenancy checklist feature is designed to help you navigate the process of starting a new assured shorthold tenancy agreement. With Step-by-Step Guides to help you carry out each task, it allows property manager's take full advantage of all the system's benefits.

  • This can be viewed by navigating to Properties > Property Name > View Tenancy.

It's extremely important to start a new tenancy correctly. It's essential that new tenants have everything they need to understand the agreement and settle into their new home. As a property manager, you also need to make sure you meet all of the required regulations. Starting a tenancy incorrectly can leave you unable to serve a Section 21 notice or in some cases even liable to fines. In cases where the tenancy contract is well constructed, you must continue to follow a suitable process to setup the tenancy.

More than following the rules correctly, there are also important actions that will help you too. Including keeping all of your records in the right place.

PaTMa goes beyond a simple checklist and also provides tools and automation everywhere possible to make the entire new tenancy process really efficient for you.

Step 1: Enter Tenant Details

This is the first step presented to you as part of the checklist. It enables you to record tenant details to PaTMa early, so you always have them on hand. PaTMa stores names, email addresses and phone numbers for tenants. Entering at least names and email addresses will enable some of the automation features later in the new tenancy process.

To begin with the process, all you have to do is click Add Tenant.

Note: Learn more about adding a tenancy agreement.

Step 2: Credit / Reference Check Your Tenants

When starting a tenancy agreement, it's recommended to check your tenants references and credit.

Some lettings agents or even landlords will have an in-house process for this. - In this case, you can Upload your completed reports and tick off the Task.

Otherwise, there are numerous agencies that will complete tenant credit checks including our current suggestion OpenRent.

  • Once the credit check has been completed, you can Upload the report and complete this checklist item.

Step 3: Right To Rent Checks

It's now a requirement for landlords to complete, and document, right to rent checks on behalf of the government. Property can only be rented to tenants who pass these checks.

PaTMa includes a handy link to the government right to rent guide for landlords.

  • Once completed, you can Upload your evidence for secure storage in the cloud.

Step 4: Send required documents to tenants

There are a number of documents that must be provided to tenants before they sign a new tenancy agreement.

Failing to provide these essential documents to tenants can prevent the use of a Section 21 notice to end a tenancy and in severe cases financial penalties for the landlord.

Note: Upon registration, PaTMa will automatically provideyou with two required documents: - How To Rent Guide (from the government) - Deposit Protection Terms and Conditions (dependant on provider)

PaTMa is aware of all the recognised deposit protection schemes currently operating and maintains the current terms for each, and prepares them for you to send to your tenants.

The other two/three required documents you will have already uploaded to your PaTMa property records. This means that PaTMa will automatically pick up the currently valid document to send to your new tenants. These documents are:

  • EPC
  • Gas safety certificate
  • Electrical safety certificate (required for HMOs)

These documents are collected together and sent to your tenants in two ways ― via direct email and online signing service to collect signature evidence of receipt from your tenants.

Step 5: Create, Send and Upload Contract

Once your tenants have the required pre-tenancy documents you'll need to arrange a contract for them.

PaTMa's contract generation, complete with online signatures, is currently in private beta. So until that's ready the checklist includes items to prepare your own contract and issue it to your tenants.

  • Once completed, you can Upload a scanned copy of the tenancy agreement for safe keeping.

Step 6: Send Property Manuals and Guides to Tenants

Though there is no legal requirement for this step, it is helpful to get your tenants familiar with the system for a smoother process.Most properties will have a number of things that might need a little explanation (ie. heating controls, to cookers, to basics like where the stopcock is.

  • Upload these documents once to your property profile.

Note: For every new tenancy, click a single link to send all these useful documents to your tenants. They'll have them for easy reference whenever they need them.

Step 7: Prepare Inventory

Use the built-in PaTMa inventory builder to record all the property's essential details, including any utility meter readings.

Alternatively you can also prepare your inventory outside PaTMa using another tool, pen and paper, or an inventory agency.

Step 8: Send and Upload Inventory

The PaTMa inventory builder includes the option to send the generated inventory to tenants via an online signing service. Speeding up the process from inventory issue to tenant agreement.

Using an external inventory you can still upload a scanned copy of the signed paperwork for secure storage and easy future reference.

Step 9: Protect Deposit (and inform tenants)

If you take a deposit from your tenants then you have to protect it with one of the officially recognised deposit protection schemes. This is normally done after the tenancy starts hence it's the last item to tick off from this new tenancy checklist.

Where available (not all schemes are currently supported) there's also a link to instantly generate and send the required prescribed deposit information straight to your tenants.