Who can start tenancy documents
- Step 1 of 5: Prepare tenancy documentsDraft. Only the preparer can see it.
- Step 2 of 5: Issue for review and signatureFreezes the draft as a numbered revision.
- Step 3 of 5: Participant reviewEach party reviews the issued revision.
- Step 4 of 5: Required signaturesEach required party signs that exact revision.
- Step 5 of 5: ExecutedAutomatically, when the last required party signs.
Outcome: Locked: an executed document cannot be changed. To fix a mistake, start a correction (see below).
Tenancy documents become available once an application is approved or selected in PlaceNest. Only the person who holds the decision on that application can prepare them. That is usually the owner or agent who advertised the property, or a landlord or managing agent who reviewed the application after the applicant agreed to share it.
Look for the "Tenancy documents" panel on the application page. The preparer sees "Prepare tenancy documents". The applicant sees a message that the landlord or agent is preparing them.
- Documents are available for properties in the ACT and NSW only.
- An existing tenant who only screened applicants, a property owner who only recorded a preference, and a person who has only received an invitation cannot prepare documents.
- Tenancy documents are not available yet for a room advertised by an existing tenant (a room share), even after the landlord or managing agent selects an applicant. Any arrangement for the room is made outside PlaceNest.
- For a normal rental, starting creates a tenancy agreement and an entry condition report.
- For a lease transfer, the preparer first chooses the legal pathway. Depending on the choice, this creates a tenancy change record or a new agreement with a condition report.
- Where PlaceNest cannot confirm the landlord's or managing agent's authority for a lease transfer, tenancy documents for it are not available and cannot be signed. The application page and the document page say so.
Important: Approval or selection in PlaceNest is not a tenancy. Nothing is binding until every required party has signed the document. PlaceNest is not a party to the tenancy.
How it works: from draft to executed
- Draft. The preparer fills in the working draft: parties, rent, dates and other details. Only the preparer (and anyone else holding the decision) can see it. Saving a draft does not send it to anyone.
- Issue a revision. When ready, the preparer selects "Issue for review and signature". This freezes the last saved draft as a numbered revision. The preparer can add a short change note for the parties.
- Participant review. Each party is notified and can open the issued revision from "My tenancy documents". You can download a review copy (PDF), marked as not executed.
- Signatures. Each party signs the exact revision they reviewed. Before signing, you tick a box confirming you have read that revision and agree to sign it electronically.
- Executed. When the last required party signs, the document is executed automatically. The executed PDF is then available in PlaceNest.
- Locked. An executed document can no longer be changed. Its signatures and PDF stay exactly as they were.
Good to know: In NSW, the condition report must be issued before (or at the same time as) the agreement is issued for signing. PlaceNest will not let the agreement be issued first.
Signatures belong to one exact revision
Your signature applies only to the revision you signed. PlaceNest records who signed, in what capacity, when, and a fingerprint of the exact version signed.
- If anything needs to change, the preparer issues a new revision. Everyone must sign again.
- A signature on an earlier revision is shown as not counting for the current one.
- If the page is out of date when you sign, PlaceNest asks you to reload the current version first.
- Signing times are shown in Canberra time, with AEST or AEDT.
Corrections and cancelling
- Step 1 of 5: Executed documentIt cannot be edited.
- Step 2 of 5: Start a correctionThe preparer starts a correction.
- Step 3 of 5: New documentA new document with its own reference that will supersede the executed one once it is executed.
- Step 4 of 5: Issue for review and signatureThe new document is issued for review.
- Step 5 of 5: Required signaturesEveryone signs again.
Outcome: The new document is executed and supersedes the original. The original executed document, its signatures and its PDF are kept unchanged.
- Cancel
- The preparer can cancel a document only before it is executed. A cancelled document can no longer be issued or signed, but it stays readable with its history.
- Correction
- After a document is executed it cannot be edited. The preparer can start a correction instead. This creates a new document with its own reference, which must be issued and signed again. The original executed document, its signatures and its PDF are kept unchanged.
Documents are never deleted from the tenancy history.
Statuses and references
- Draft (not yet issued)
- Being prepared. Only the preparer can see it.
- Issued for review and signature
- A revision has been issued. Parties can review it and sign.
- Executed
- Every required party signed the same revision. It can no longer be changed.
- Cancelled
- Stopped before execution. It can no longer be signed.
- TEN reference
- Identifies the tenancy that the documents belong to.
- DOC reference
- Identifies one document, such as the agreement or the condition report.
References only identify a tenancy or document. They never give anyone access. Quote them if you contact support.
Finding and downloading your documents
Open "My tenancy documents" from the account menu, under "Tenancy and billing". It lists the documents you are a party to and where you stand: "Awaiting your signature", "Signed by you", "Executed" or "Cancelled".
- If you were added as a party by e-mail address, sign in with that same e-mail address to see the document.
- Drafts are never shown to other parties.
- Download the executed PDF from the document page once it is executed.
Important: E-mails about tenancy documents never attach the document. They tell you a document is ready or executed and ask you to sign in to PlaceNest to see it.
Official wording and legal advice
The law that applies follows the property's location: ACT law for ACT properties, and NSW law for NSW properties. Statutory text in the templates comes from pinned official sources and cannot be edited. A newer official version is added as a new source; an executed document is never moved onto it.
Important: Party names and capacities are as entered by the preparer. PlaceNest does not verify ownership, landlord status or authority, and does not give legal advice. Check the official tenancy information for the ACT or NSW, or get independent advice.
This guide explains how PlaceNest works. It is general information, not legal advice. For your rights and obligations, check the official tenancy information for your state or territory or get independent advice.