Recording and managing RTB warnings and termination notices

Use Tenant > RTB > Warnings & Terminations to record warning notices and notices of termination, keep supporting information together and generate letters.

Affinity records and calculates the information you enter. It does not decide the legally required notice period, validate a notice or serve it on the tenant or RTB. Follow your organisation’s procedures and current RTB guidance.

Add a notice

1. Open the tenant, select RTB, then Warnings & Terminations.
2. Click Add Notice.
3. Select Warning Notice or Notice of Termination.
4. Check the Property and Case Owner. The current tenancy is selected where available, and the case owner defaults to the signed-in user.
5. Select a Reason: Rent arrears, Other breach of obligations, Anti-social behaviour or Other. Use Description to explain the circumstances, particularly when selecting Other.
6. Enter the dates and Days of Notice as applicable. You can add service and receipt details later when known.
7. Optionally select a Related Dispute, then click Add Notice.

New notices have a status of Open. Select a notice’s identifier in the list to view its details. Use the notice-type filter to show warnings, terminations or both.

Understand the dates

• Date of Notice: the date shown on the notice or letter. This is not necessarily the date the tenant receives it.
• Date Served on Tenant: the date the notice was served. For rent-arrears warnings, enter the tenant’s receipt date because it is used in the calculation.
• Date Received by RTB: when the RTB received the notice. This field appears for rent-arrears warnings and notices of termination.
• Days of Notice: the number of days you have determined is appropriate. Affinity does not select the legally required period.

The calculated date remains Not yet calculated until the required dates and Days of Notice have been entered. For rent-arrears warnings, both receipt dates are needed. For terminations, Date Received by RTB is recorded but does not change the calculated Termination Date.

Important: these are Affinity’s calculation rules, not a statement that every reason uses the same legal notice period. Check the appropriate period and service requirements before issuing a notice.

Link a dispute

Related Dispute is optional. Select an existing dispute for the same tenant and tenancy, or leave None. Linked notices also appear on the dispute. Adding or closing a notice does not automatically create or close a dispute.

Add notes and documents

Open the notice and use Add Note in Notice Notes to record follow-up information. To attach supporting files, select Upload Document, choose a Document Type and then choose or drag in your files. Every uploaded file is attached to that notice using the selected type. General is the default document type.

Documents can be downloaded; a view option is available for supported preview formats. Actions are displayed according to your permissions.

Edit, close or delete a notice

Use Options > Edit to update the record. To close it, select Closed, enter an Outcome and Closed Date, then save. Closing the notice records its resolution; it does not end the tenancy or close a linked dispute.

Use Options > Delete only for a notice that should be removed. Notes, documents and linked tenant letters must be deleted first. Deleting the notice leaves any linked dispute unchanged. Deletion requires the relevant permissions and confirmation.