Addendum to the tenancy agreement

An addendum lets you change a running tenancy agreement without having to recreate it. Rentila produces the matching document, has it signed electronically by the landlord and the tenants, then carries the change over to the tenancy on the agreed date.

Creating an addendum

Open the tenancy concerned, then the “Addenda” tab. Click “Create an addendum”. You can add several addenda to the same agreement.

The “General info” tab holds the details common to every addendum:

• The “Type” of addendum,
• The “Date” it takes effect: this is when the change will be applied. It must be after the start date of the tenancy,
• An “ID” or a “Reference”: a unique number, if you use one,
• The “Reason” for the addendum.

If an addendum of the same type taking effect on the same date is already under way, Rentila tells you instead of creating a second one.

Filling in the change

The form adapts to the type you choose. In every case, the “Provisions” field lets you add free text that will appear on the document.

• Rent and service charges — first choose the “Type of change”: “Rent and service charges”, “Rent” alone or “Charges” alone. Then enter the “New rent excl. service charges”, the “New service charges” and the “New rent”. The current amounts on the tenancy are shown under each field.
• Tenancy duration — enter the “New end date”. The current end date is shown.
• Security deposit — enter the “New deposit”.
• Tenants — pick the “Outgoing tenants” from the tenants on the agreement, then the “Incoming tenants”. The “Add tenant” button lets you create a tenant record without leaving the addendum.
• Clauses and Other — these two types only have the “Provisions” field.

Save with “Save”.

Checking the document

The “Preview” tab builds the document from what you entered and shows it as it will be signed. The “Download” button lets you take a copy before signing.

Read it through at this point: once the signing procedure has started, the document can no longer be changed.

Signing the addendum

Go to the “Signature” tab. The addendum has to have been saved and its document generated first.

Check the tenants' email addresses and mobile numbers before anything else: they are required, and you enter them directly in this tab.

Click “Start signing procedure”. The document is locked, moves to the Signature pending status, and a notification email goes out to all signatories.

Everyone then signs in their turn:

• The landlord signs from this same tab, with the “Sign the document” button: they draw their signature, request a verification code, then enter it.
• The tenants sign from their tenant area. For a tenant who has no account, a signing link is shown next to their name: “Copy link” or “Open link” let you pass it on to them directly.

Verification is done by “SMS code” or by “Whatsapp”. For each signatory, Rentila keeps the date of signature, the IP address, and the email address and phone number used for verification.

Two actions stay available while the procedure is running: “Resend the signature request”, if a tenant has not received their email, and “Reset the signature process”, which unlocks the addendum and clears the signatures already collected.

Once everybody has signed, the addendum moves to the Signed status and a copy of the document is saved in “My documents”.

When the addendum takes effect

A signed addendum is not applied straight away: the change is carried over to the tenancy on the effective date you entered. This runs automatically, every night. The addendum then moves to the Applied status.

What is carried over to the tenancy depends on the type:

• Rent and service charges: the rent excluding service charges, the service charges and the total rent on the tenancy are updated. Rents generated from then on use the new amounts,
• Tenancy duration: the end date of the tenancy is updated,
• Security deposit: the deposit amount is updated,
• Tenants: outgoing tenants are removed from the tenancy and incoming ones are added to it,
• Clauses and Other: these addenda change no tenancy data. They produce a signed document that is added to the agreement.

Following your addenda

The “Addenda” tab of the tenancy lists every addendum, newest first, with its type, its effective date, its reason and its status:

• Draft — being written, still editable,
• Signature pending — the procedure has started, the document is locked,
• Signed — every signatory has signed,
• Applied — the change has been carried over to the tenancy,
• Canceled.

The signed document can be downloaded from the tenancies list, as a PDF, Word or OpenOffice file.

An addendum can only be deleted as long as no signature has been collected. After that, reset the signing procedure first.