Ending a Tenancy

Overview

To end a tenancy, open the property → click the Actions button → Give notice, then pick the notice type, set the Tenancy end date and sign and send the notice. Once an end date is set, the property shows an End of tenancy section where you prepare the bond refund. You can also update or remove the end of tenancy from that same section if it was set in error or the date changes.

Give the tenant notice

Open the tenancy

Go to the Property and make sure the right tenancy is selected in the navigation bar.

Start the notice

Click the Actions button (top right) and choose Give notice. (You can also open View notices and click Give notice from there.)

Choose the notice type

Under Select a notice type, pick the notice that fits your situation. Keyhook loads the matching notice template.

Set the end date and reason

For a notice that ends the tenancy, set the Tenancy end date and, if prompted, pick a Reason for ending tenancy. For the 90 Day notice Keyhook also shows the earliest valid end date; the mutual-agreement and 42 Day notices show the date picker without a calculated date.

Edit and sign the notice

Edit the Subject and Body as needed (yellow [ ] placeholders mark spots to fill in) then add your Signature.

Send the notice

Leave Send notification to other party? on, click Save and send notice, then Send to confirm. The notice is emailed to the tenant and stored under View notices.

Note: You choose the end date, so you're responsible for giving the notice period the RTA requires for that notice type. Keyhook shows the earliest valid date as guidance for the 90 Day notice (not for the 42 Day or mutual-agreement notices) but won't stop a manager picking an earlier one (that date is only enforced on the tenant's side).

Choose the right notice type

Ending by agreement

Use Notice to end tenancy by mutual agreement when you and the tenant both agree to end the tenancy, no statutory reason or notice period applies.

Ending a periodic tenancy

Use the 42 Day notice to end periodic tenancy (you'll pick a valid reason, such as the owner moving in or a sale) or the 90 Day notice to end periodic tenancy.

Ending a fixed-term tenancy

The 21-90 Day notice not to continue fixed-term is in the notice list, but in the current build it does not present a Tenancy end date field, so it doesn't set an end date or unlock the bond refund. To have Keyhook record the end date for a fixed-term tenancy, use a mutual agreement, 42 Day or 90 Day notice.

Dealing with a breach (tenancy continues)

Use 14 Day notice to remedy tenant breach, 14 Day notice to remedy rent arrears, Notice of overdue rent or Notice of antisocial behaviour. These are warning/remedy notices. They don't set an end date. (See Send Tenant Notices.)

Note: In the current build only the mutual-agreement, 42 Day and 90 Day notices present a Tenancy end date field and unlock the bond-refund step. The '21-90 Day notice not to continue fixed-term' does not currently set an end date, and the remedy notices don't end the tenancy.

Record an end date without notifying the tenant

Fill out the notice as usual

Open the Property → click the Actions button (top right) → Give notice. Under Select a notice type, choose a tenancy-ending notice type and set the Tenancy end date. When the tenant has given you notice, choose Notice to end tenancy by mutual agreement: the tenant's own notice types are only offered in their tenant portal, and this one sets the end date without asking for a reason.

Turn off the notification

Switch off Send notification to other party?. The button changes to Save notice.

Save the notice

Click Save notice, then Save to confirm. The end date is recorded and the tenancy still ends automatically, but no email goes to the tenant.

Note: Use this for tenancies brought over in a migration, or where notice was already served outside Keyhook. It records the end date without re-notifying the tenant.

Update or remove an end of tenancy

Open the End of tenancy section

Open the property → Property Overview, then scroll to the End of tenancy section.

Open Manage End of Tenancy

Click the Actions button in that section → Manage End of Tenancy.

Choose what you are changing

Pick Update End of Tenancy to move the end date to a different day, or Remove End of Tenancy to take the end date off so the tenancy continues. For an update, then pick the New end date: today or later.

Check the financial impact

Keyhook shows what will change before you commit: rent periods that will be added to or removed from the rent ledger, any pending tenant refunds that will be updated or removed and their total, and any overpaid rent that moves between the tenant and the owner.

(Update only) Review the agreement

An update sends the tenant an End of Tenancy agreement for the new date. Check the Subject and Body, add your signature, and leave Send notification to tenant(s)? on unless you are telling the tenant another way.

Confirm

Type CONFIRM in the box, then click Update End of Tenancy or Remove End of Tenancy. Removing an end of tenancy doesn't send the tenant anything, and notices already sent stay as they are, so tell the tenant and the owner yourself. If a tenant refund has already been paid out, the financial impact says so and it shows in the arrears balances, so follow it up there.

Prepare the bond refund

Open the bond refund

Back on the property, find the End of tenancy section and click Prepare bond refund.

Enter the bond details

Enter the Bond Number (format BN-12345678), the Bond type, the Tenancy end date and the Reason for refund. When Reason for refund is Tenancy Ending, a further Reason for tenancy ending selector appears and is required (for example mutual agreement, owner moving in, or the property being sold).

Record any deductions

Under Bond Deductions, enter any Amount on hold (for example an unresolved dispute) or Landlord claim (arrears, cleaning, repairs), each with a reason.

Add the tenants

Under Tenants on the refund, use Add a tenant (or Add all tenants) and set each tenant's refund amount in the Edit Tenant Refund window.

Attach supporting documents

Optionally click Upload document to attach the final inspection report or other evidence.

Submit to Tenancy Services

Click Confirm Bond Refund, review the totals, then Submit to Tenancy Services.

Note: Your agency must be authenticated with RealMe before a bond refund can be created and submitted to Tenancy Services, without it Keyhook blocks the refund. Complete your final inspection before preparing the bond refund. Any claimed funds are deposited directly to your agency's bank account by Tenancy Services, and every tenant named on the original bond lodgement must be included. (See Bonds.)

Frequently asked questions

Which notice types actually end the tenancy?

In the current build, of the landlord notices only Notice to end tenancy by mutual agreement and the 42 Day and 90 Day periodic notices present a Tenancy end date and unlock the bond refund. The 21-90 Day notice not to continue fixed-term does not currently set an end date, and the remedy notices (breach, rent arrears, overdue rent and antisocial behaviour) are warnings that don't end the tenancy.

Does Keyhook enforce the RTA notice period?

It shows the earliest valid end date for the 90 Day notice only; the 42 Day and mutual-agreement notices show the date picker with no calculated date. Either way it doesn't block a property manager from choosing an earlier date, so you're responsible for giving the correct period for the notice type. The date is only hard-enforced when a tenant gives notice from their own portal.

Can I set an end date without emailing the tenant?

Yes. Turn off Send notification to other party? before saving. The end date is recorded and the tenancy still ends automatically, but nothing is sent to the tenant. This is the usual path for migrated tenancies.

What happens after I submit the bond refund?

It goes straight to Tenancy Services (the Bond Centre). Any funds you've claimed are paid to your agency's bank account, and the tenant is notified to confirm their share and enter their bank details before the refund is finalised.

Do I have to do a final inspection first?

It isn't enforced, but it's recommended. Do the final inspection, then attach the report under Supporting Documents so any claim against the bond is backed up.

Listings → Advertise the property to find the next tenant.
Set Up a Tenancy → Set up the next tenancy on the property once this one has ended.

Ending a Tenancy

Frequently asked questions

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