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Tenancy Offers
Overview
An offer agrees the key terms before anyone builds an agreement. Open the property, click Set Up Tenancy and choose Send offer. The tenant accepts, asks for a change or declines from an email link, without needing a Keyhook account. Offers are optional: you can go straight to a tenancy agreement instead.
Send an offer
1
Start an offer
From the left menu, click Properties, open the property, then click Set Up Tenancy in the left menu. It opens on the Tenancies tab. Choose Send offer.
2
Add the recipients
Click Load from application to bring in an accepted applicant, or Add recipient to enter someone by hand. Send it to everyone still in the running: the first to accept settles it for the rest.
3
Set the key terms
Start date, End date, Rent and Frequency, Rent in advance, General bond and Pet bond. Leave the end date blank for a periodic tenancy. The Payment reference is generated from the address. This is what the tenant is accepting, so it is the part worth checking twice.
4
Say whether it's a casual let
Tick This is a casual let (the owner manages the tenancy after letting) if that applies. It routes the rent to the owner's account. (See Casual Lets.)
5
Add a message and send
Message to the tenants is optional and goes out in the offer email. Click Send offer.
What the tenant does
1
They open it from the email
The offer email carries a link. No Keyhook account is needed. The offer shows the property, the terms, and what they pay to move in.
2
They choose one of three answers
There is no fourth option, and nothing is signed at this stage.
Accept offer
They then give a few details: any pets, any vehicles. Those carry into the tenancy agreement when you build it.
Ask for a change
They write what they want changed. It comes back to you on the offer.
Decline
The offer ends.
3
You get the answer on the offer
Open Tenancies → Pending Agreements to see every offer and agreement in flight, or open the offer from the property's Set Up Tenancy page.
Note: Accepting an offer does not sign anything and does not create the tenancy. It records that the terms are agreed, so you can build the agreement with confidence.
While you are waiting
1
Find the offer
From the left menu, click Tenancies → Pending Agreements. It lists every offer and agreement in flight across your properties, with an Offers tab to narrow it down. Open the offer's Actions. If you are already on the property, the offer is on its Set Up Tenancy page too.
2
Resend it
Resend sends the same offer again to the same recipients.
3
Accept on behalf of a tenant
Accept on behalf is for the tenant who rings or texts to say yes rather than clicking the link. It records the acceptance as if they had.
4
Withdraw it
Withdraw ends the offer, and the recipient's link stops working.
If they ask for a change
1
Find it
In Tenancies → Pending Agreements the offer shows as Changes Requested, and there is a Changes requested tab. Open it from there, or from the property's Set Up Tenancy page.
2
Read what they asked for
The offer shows a panel naming who asked and quoting what they said, with the two ways to answer.
3
Either make the change
Amending puts the offer back into draft so you can change the terms. Their request stays on screen while you edit, and the send button reads Resend amended offer.
4
Or decline the request with a reply
Write a reply and send it. This declines the request only: the offer stands at Offer Sent and the tenant can still accept it as it is.
Once it is accepted
1
Build the agreement from it
In Tenancies → Pending Agreements, open the accepted offer's Actions and choose Continue to agreement. The same button is on the offer itself. An accepted offer carries its terms, the tenant and anything they declared into the agreement, so you are not entering it twice. (See Set Up a Tenancy.)
2
Find it later
Accepted offers stay on the property's Set Up Tenancy page and in Tenancies → Pending Agreements, marked Offer Accepted, until the agreement is under way.