Tenancy Variations

Make a general tenancy variation

1

Open the property and select the tenancy

From the left sidebar, click Tenancies and open the property/tenancy (property managers don't have a Properties sidebar item — that's a landlord-only entry). If the property has more than one tenancy, pick the correct one from the Choose a Tenancy card.

2

Start the variation

Click the Actions button (top right) and choose New tenancy variation.

3

Give it a title

In Title, enter a brief description of the change — for example, "Change in pet policy".

4

Describe the change

In the Variation editor, use the pre-filled template to spell out what is changing and the date it takes effect.

5

Sign it

Add your Signature in the signature box.

6

Save

Click Save. The variation is created and every tenant is emailed a link to sign it.

Note: A variation can't be used to raise the rent — for a rent increase, choose Change rent from the Actions menu instead.

Change the tenants

1

Open Change of tenants

With the tenancy selected, click the Actions button and choose Change of tenants.

2

Mark who is leaving

Under Departing Tenants, switch on the toggle beside each tenant who is moving out and set their Departure date.

3

Add the incoming tenants

Under Incoming Tenants, set the Number of incoming tenants, then for each one enter their Full name, Email address, Move-in date and Contact preference.

4

Continue

Click Next. Keyhook builds a change-of-tenant variation for the remaining and new tenants.

5

Edit and sign the variation

Adjust the Title and body if needed, then add your Signature.

6

Generate the documents

Click Generate documents. Every departing, continuing and incoming tenant is emailed a link to sign.

Note: At least one of the original tenants must keep renting the property — a change of tenants can't replace the whole household (use Ending a Tenancy for that). The tenancy also needs a Tenancy Services bond number on file before you can start one.

Extend a fixed-term tenancy

1

Open Tenancy Extensions

Click the Actions button and choose Tenancy Extensions. Any earlier extensions are listed in the Past Extensions table.

2

Choose the new end date

In the Extend tenancy form, pick the new End Date — it must be after the current end date, which is shown above the picker.

3

Check the agreement

The picked date is inserted automatically where the agreement shows the NEW END DATE placeholder — check the letter reads correctly before signing.

4

Sign it

Add your Signature.

5

Save

Click Save. The extension is emailed to the tenants to sign and appears in Past Extensions.

Note: Extensions apply only to fixed-term tenancies — a periodic tenancy has no end date to extend. Keyhook automatically starts a renewal 74 days before a fixed-term tenancy ends, so use this form only when you want to extend earlier or set your own dates.

Renew a tenancy near the end of its term

1

Open the renewal

About 74 days before a fixed-term tenancy ends, Keyhook starts a renewal automatically and walks you through it.

2

Set the rent

Choose Keep the same rent, or enter a rent change and sign the rent-change notice.

3

Choose a renewal option

On Select a Renewal Option, pick Go Periodic (roll over to a periodic tenancy) or Extend Current Lease (sign a variation with a new fixed-term end date).

4

Confirm

Click Next and confirm. For Extend Current Lease, pick the new end date and sign, exactly like a manual extension.

Note: If you do nothing, the tenancy automatically becomes periodic after the current end date.

Track a variation until everyone signs

1

Find pending variations

On the property, scroll to the Pending Tenancy Variations card — it lists every variation still waiting on signatures, with a # Signatures count.

2

Open one

Click View to open the variation and see who has signed so far.

3

Wait for all tenants

Tenants sign from the link they were emailed or from their Keyhook portal. The variation isn't final until every tenant has signed.

4

Find it once complete

Once all tenants have signed, the variation leaves Pending Tenancy Variations and is filed under the tenancy's documents.

What's the difference between a variation, an extension and a change of tenants?

A general variation changes the terms of the agreement (pet policy, number of occupants, and so on). An extension pushes out a fixed-term end date. A change of tenants swaps who is on the tenancy while it continues. All three produce a tenancy variation that the tenants sign.

Can I change the rent with a tenancy variation?

No. A variation explicitly won't act as a rent-increase notice — use Change rent from the Actions menu to issue a rent change.

Do all the tenants have to sign?

Yes. A variation stays in the Pending Tenancy Variations card until every tenant has signed; only then is it finalised and added to the tenancy's documents.

How do I extend a periodic tenancy?

You can't — a periodic tenancy has no end date, so there's nothing to extend. It simply continues. Extensions and renewals apply to fixed-term tenancies.

What happens if I don't renew before a fixed-term tenancy ends?

It automatically becomes a periodic tenancy after the end date. Keyhook starts the renewal about 74 days out so you can decide beforehand whether to go periodic or extend.

Tenancy Variations

Frequently asked questions

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