One tenancy, typed into three places

An applicant is approved. Their name, unit, rent, deposit and dates are already in the application.

Then someone copies them into the lease, and again into the tenant sheet.

Every copy is a chance to get a detail wrong.

A signed lease isn't a finished tenancy

When the steps blur, the mistakes are quiet:

  • A guessed clause fills a gap the application didn't answer.
  • A half-signed agreement gets treated as complete.
  • A new row overwrites a tenant who still lives in that unit.
  • A signature gets read as proof the deposit arrived.

Picture a fictional tenant who signs on Friday. The register already shows them moved in. I haven't countersigned, and the ₮400,000 deposit isn't in the bank. On paper it's done. Two things are still open.

Prepare, sign in order, then check before writing

The agent works from my actual lease template and the application:

  1. Prepare the draft. It fills the application details into the current template, keeps the template version with the agreement and shows me the draft. Missing information gets a question, never a guessed clause.
  2. Send a private link. I choose message or email. The phone and email come from the application. Sending again replaces the old link.
  3. Tenant signs first. They type their name and sign with a finger on their phone.
  4. I countersign the same version. A tenant's signature alone doesn't finish the agreement.
  5. Check the unit. Before writing to the register, the agent reads the unit's row. Is it free? Does someone else occupy it? Has anything changed since review? If there's a conflict, it stops and brings it to me.
  6. Register the tenant. An approved update keeps the sheet's formulas and reads the saved values back. A renewal updates the existing tenancy instead of adding a row.

A new agreement naming a unit isn't permission to overwrite someone else's record.

A new agreement for unit 4B meets the tenant register, where 4B is occupied until 30 November. The write stops and goes to Anand.
The agent reads the unit's row before writing. A conflict stops the write.

One place to see what's still open

What I get back is one view, with each state kept separate:

  • Agreement: both signatures complete.
  • Register: the tenant row written and checked.
  • Delivery: the signed document saved and sent to the tenant.
  • Payment: deposit and first rent matched from the bank statement I send.

Signing never creates a receipt. Chasing anything pending is my call.

These are still unconfirmed defaults: a 7-day link, my countersignature approving the register write, the signed PDF emailed to the tenant, and the move-in handover waiting for deposit and first rent.

The examples are fictional. My real lease template, email and message delivery, identity checks and signing requirements still need validation before I rely on the complete process.