Ending a Tenancy

Give the tenant notice

1

Open the tenancy

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

2

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.)

3

Choose the notice type

Under Select a notice type, pick the notice that fits your situation — see Choose the right notice type below. Keyhook loads the matching notice template.

4

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 (“We’ve done the math…”); the mutual-agreement and 42 Day notices show the date picker without a calculated date.

5

Edit and sign the notice

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

6

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

1

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.

2

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.

3

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.

4

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

1

Fill out the notice as usual

Choose a tenancy-ending notice type and set the Tenancy end date.

2

Turn off the notification

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

3

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.

Prepare the bond refund

1

Open the bond refund

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

2

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).

3

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.

4

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.

5

Attach supporting documents

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

6

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.)

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 (“We’ve done the math…”) only for the 90 Day notice; the 42 Day and mutual-agreement notices show the date picker with no calculated date. Either way it doesn't block a 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.

Ending a Tenancy

Frequently asked questions

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