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 managers take full advantage of all the system's benefits.

  • Once logged into your PaTMa account, navigate to Manager.
  • A list of your properties will be displayed on the screen.
  • Click on the desired Property Label.

You will be redirected to a page displaying the property's information.

  • Click the navigation tab Tenancies and click the eye icon next to the desired tenancy to show the tenancy display page.
  • On the tenancy display page click the navigation tab Setup.

Note: Learn more about adding a tenancy agreement.

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.

Note: Once each checklist task is completed you can click the left hand circle to mark that task as complete.

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 and fill in the form with the tenant's details and then click Save.

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.

Note: To upload the report, click the navigation tab Tenants and click Add Document for the desired tenant.

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 click Add Document to upload your evidence for secure storage in the cloud. Be sure to either click Permanent Right to Rent or enter the Right to Rent Expiry Date on the displayed form.

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 provide you 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

Note: If any of the EPC, Gas Safety or Electrical Safety certificates are shown as Missing then you will need to add missing safety certificates.

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

  • Once all sections are showing as green and Ready then click Send Documents for Digital Signing to send these documents to all tenants.

Step 5: Create, Send and Upload Contract

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

PaTMa can generate a contract, issue it to your tenants and request online signatures.

  • If the Contract Options section is Missing then click Add Contract Options. On the displayed form, complete all the required sections and click Save.
  • Once all sections are showing as green and Ready then click Download AST within the Check Contract section.

  • If you are happy with the generated contract then click Send AST for Digital Signing.

  • Once the tenants have signed the contract, click Add Document within the Upload Signed Contract section to store a copy of the tenancy contract 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 (i.e. from heating controls, to cookers, to basics like where the stopcock is).

  • Upload these documents once to your property profile by clicking Add Manual.
  • Once all sections are showing as green and Ready then click Send Manuals.

Note: For every new tenancy, you can 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, Send and Upload Inventory

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

The PaTMa inventory step also 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.

  • Click Create Inventory to start the inventory creation process.
  • On the inventory is fully completed then return to this checklist page and click Generate Inventory and Send for Digital Signing.

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

  • When the inventory has been signed click Add Document within the Upload Signed Inventory section to store the document against the tenancy.

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

Step 8: 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 a later item to tick off from this 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.

  • Click Download Prescribed Information to check the documentation.
  • If you are happy with the document then click Prescribed Information - Send for Digital Signing.

Step 9: Complete check-in

This step is a useful list of final tasks that may need to be completed for a new tenancy. Also available, is an Upload Confirmation Document button to store evidence of the step's completion.

Step 10: Email utilities

PaTMa also provides the ability to send utility meter readings to the appropriate utility supplier(s).

  • Each utility requires an up-to-date meter reading.
  • Once all sections are showing as green and Ready then click Preview Email to Utility Suppliers.
  • If you are happy with the email content then click Send.