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Generate a renewal notice and manage the responses

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In addition to generate your renewal notices, the following procedure will enable you to effectively manage your tenants' responses and then to renew mass leases.
  1. Generate renewal notices
    2.
    1. Go in the left menu, Misc., Letters & Notices
    2. Choose the type of Renewal Notice; to modify the model by default, refer to the detailed procedure in the link below.
    3. Go in the tab Mailing list
    4. Choose the tenants to whom you will send a renewal notice
    5. Enter a signatory's name if the person in charge of managing replies is another person that the tenant
    6. Check the box Print Labels if you wish to do so
    7. Click on View
    8. Answer YES to the question Do you want to save this mailing list to manage tenants' response thereafter?
    9. Name your mailing list, e.g.: July 2009 renewal
      10. Click OK to record
    10. Answer YES to the question Do you want to save these letters in the tenant's files? if you wish to keep track of this mailing and to reprint it later.
  2. Enter the tenant's response
    3.
    1. Go at the top menu, Misc., Tenants' response
    2. Select the mailing list in the drop-down menu
    3. Select a tenant
    4. Enter the date on which you received the tenant's response
    5. Choose the tenant's response
    6. Add a comment if you wish like a confirmation number for registered post
    7. Click on the button Record the Response
    8. Repeat the same operations for all tenants included on the mailing list


      9. NOTE The important thing is to specify the tenants who Refused modifications and the ones who will not renew their lease and leave their housing. It is not mandatory to specify positive responses.
    9. When all the negative responses (and positive if you want) have been recorded and that the 30-day responsive time has expired, click on Renew the Leases of the Mailing List.


      10. ATTENTION If you do not renew the leases of the mailing list, this will have an impact on the rental reports because the leases on the list will remain outstanding as long as the button Renew the Leases of the Mailing List will not have been clicked.
  3. Manage modifications refusal
    4.  Once the leases have been renewed, you still have to manage the Modification refusals. Real Estate Manager does not have yet a feature allowing the automation of this process. You will therefore have to carry out manually some transactions.
    1. Add a reminder in the Agenda to avoid exceeding a 30-day deadline so as to come to an agreement or to submit the file to the Régie
    2. Go in the left menu, Misc., Litigation
      If you use again the module Tenant's response, you will not have a track record of the tenant's response.
    3. Add a litigation by clicking on Add
    4. Identify the litigation, ex.: Name of the tenant - Refusal of modifications
    5. Select the building and the rental unit concerned
    6. Add a tenant implied by clicking on the magnifier +
    7. Go in the tab History
    8. Click on Add to make a follow-up of the events by adding them


    The advantage for you is that if you must submit the case to the Régie, then your file will be already put together.
Mots clés::  renewal ,  notice ,  generate ,  manage ,  responses