Modify Tenancy Contact - User Manual

Modify Tenancy Contact - User Manual

Table of Contents About Service... 3 Service requirements... 3 Required Documents... 3 Service fees... 3 How to apply for this service... 4 Validation Messages... 26 Modify Tenancy Contract Service Page 2 of 35

About Service This service is used to modify the tenancy contract which is already registered. To apply for this service, the contract must be active. Service fee for this service is AED 50. You can use this service to modify following information. - Contract Details such as Contract Amount, Security Amount, No. of Installments, Payment Method - Unit/Property Premise Number, - Occupant Details - Vehicle Details Service requirements - Tenancy Contract must be already registered. - The Tenancy Contract must be active. Required Documents Sl. No. 1 2 3 Document Application Form Tenant Agent Authorization Letter Tenant Company Trade License Status Required Required if selected authorizer for tenant is not a registered authorizer for the tenant Required if selected authorizer for tenant is not a registered authorizer for the tenant and specified authorizer is same as owner of company (tenant). Service fees Sl. No. 1 Service fee Fees Amount 50 AED Modify Tenancy Contract Service Page 3 of 35

How to apply for this service - The user must fill in all the mandatory fields, marked with (*). Modify Tenancy Contract Service Page 4 of 35

1. Search for Tenancy Contract Search for Tenancy Contract by type in contract number and click button 'Search'. Tenancy Contract details will appear as follows: - Properties and Units Details Property/Unit details from the selected contract will be loaded and appear as below:- Modify Tenancy Contract Service Page 5 of 35

Add/Verify the Premise Number for the Unit(s)/Property(s) You should check the check box Premise Number has been verified after verifying the premise details for each unit/property. Click on the link View Premise next to each unit(s)/property(s) to view the premise details. A window will open, showing the current premise number of respective unit/property. Enter valid premise number and click button Submit to save the premise number to the unit/property. To view premise details, click on the button Validate Premise Details Lessor Details Lessor details from the selected contract will be loaded and appear as below:- Add Lessor Authorized Signatory Authorized Signatory registered for the lessor will listed as below. Modify Tenancy Contract Service Page 6 of 35

If the lessor is a company, o All active authorizers registered for the company will be listed here. o This field is a mandatory If the lessor is an Individual, o All active authorizers registered by PMA authorization for the units in the contract will be listed here. o If no authorizer is registered by PMA authorization for the units in the contract, then the Authorized Signatory Name should not be shown. o This field is optional Individual Lessor without authorizers Note: In case the authorizer details are not listed here or to update/remove authorizer(s), you have to visit nearest Municipal Customer Service center. Add Lessor Contact Person Click on the link Add Contact Person next to the lessor details. A window will open showing the Contact Person registered. Select the contact person and click button Add to add to the contract as shown below. Modify Tenancy Contract Service Page 7 of 35

If the Contact Person is not registered for the lessor, you will receive the No Data Available! message as below. Note: You should visit nearest municipal customer service center to add/update/remove contract person for lessor. Tenant Details Tenant details from the selected contract will be loaded and appear as below:- In case if the tenant details are not complete for the selected tenancy contract, system will force you to choose the tenant again. Following message Non- Registered Tenant Details will appear and existing tenant details will be shown as below. To add Tenant, refer to the section Add Tenant Details. You can check the checkbox Update DED Company Trade Name. to update the company (Tenant) information in system if trade license in issued from Department of Economic Development in Abu Dhabi. Add authorized signatory To add an authorizer (which is not mandatory if tenant is an Individual), click the link Click here to choose authorized signatory for the tenant, a window will appear where you can select the Registered Authorizers or Search for Authorizers. Modify Tenancy Contract Service Page 8 of 35

Registered Authorizers If the tenant has any registered authorizer, those will be shown under Registered Authorizers option as below. Select the authorizer and click button Add to add tenant authorizer to the contract. Search for Authorizers To search by EID card, insert the EID card into the card reader and click button Search by EID card. To search by EID number, enter the EID number and click button Search. The authorizer detail will be show as below:- Select the authorizer and click button Add to add tenant authorizer to the contract. If the authorizer is a registered authorizer for the tenant then the authorizer details will be added as follows:- If the authorizer is not a registered authorizer for the tenant then the authorizer details will be added as follows:- Modify Tenancy Contract Service Page 9 of 35

You should enter the authorization document details and should attach copy of authorization document in the attachment section. In the case tenant is a company, if the owner of the company and authorized signatory to sign are same, you must choose this option Company Owner as Authorized Signatory and should upload a copy of the trade license in the attachment section. Contract Details Contract details from the selected contract will be loaded and appear as below:- You cannot modify value for type of contract (Actual Usage), Start date, End Date when you modify the contract. You can modify the following fields:- Choose the Electric Bill paid by from the following list Payment details Choose the Payment Method from the following list Modify Tenancy Contract Service Page 10 of 35

Please note that modifying the Start and End Dates and the total amount is done according to the flowchart below: Modify Tenancy Contract Service Page 11 of 35

Add Occupant Details Occupant details from the selected contract will be loaded and appear in this section. To add new Occupant, click button Add Occupant. Below screen will appear. Select the unit/property to which the occupants to be added and search for the occupants. There are options to search for occupant data: Search by Emirates ID Card number (EID) Search by EID Application Number Search by Ministry of Interior (MOI) Unified number Depending on the option selected, the required number will have to be entered in its respective field. Please enter the numbers carefully, and then click on the [Search] button. If the number you are searching is correct and not registered previously in our system then the data will be pulled automatically from MOI database and will be registered on our system and then the profile will be available to be added as an occupant on the contract. If the number you are searching by is invalid; or does not match any of the records of citizens, residents, or visitors in the country, an alert message that No records found. Please check the data and try again. will be shown. Select the occupant(s) and click button Add. The occupant(s) details will be added as below:- Modify Tenancy Contract Service Page 12 of 35

You should select either Work Location or Study Place for all occupants which are mandatory field. Add Vehicle Details Vehicle details from the selected contract will be loaded and appear in this section. To add new Vehicle details, click button Add Vehicle. Below screen will appear. Select the unit/property to which the vehicle(s) to be added. Fill in the vehicle details and click button Add Vehicle to add the vehicle details to the list. Select the vehicle(s) details and click button Add. The details will be added as below:- Modify Tenancy Contract Service Page 13 of 35

2. Upload Attachments You should upload all the mandatory documents which are marked as (*) You can download the filled Service Request Form (Application Form) by pressing the button Download Application Form at the bottom of the page after fill in all the required fields. Click Open to view and print the form. Modify Tenancy Contract Service Page 14 of 35

3. Submit request for department approval and print service receipt After fill in the required field, press the button Submit at the bottom of the page to save the request and send to the concerned department for approval. You will receive the following confirmation message The service request has been submitted successfully. The request Reference Number is. You can track your request using this reference number. Once the service request is approved or rejected for modification by the department, you will receive a notification SMS on the Lessor Contact Person s registered mobile (if available) or Lessor s (Lessor authorizer in case of company) registered mobile number. To print the service receipt, click on button Print Service Receipt. The service receipt will be displayed as below. Modify Tenancy Contract Service Page 15 of 35

4. Service fee payment, print payment receipt and download tenancy contract (after department approval) You can open the service request from My Requests Page. Click link More to open the service request. The Service status will be Pending Customer Payment. If lessor is not exempted from service fee, after service request has been approved from the department, you should pay the service fee to download the tenancy contract. System will calculate service fee amount and will be appears as below:- You can take following action at this step. You can see these buttons at the bottom of the page. To pay service fee, click the button Pay Fee, Payment Method window will appear as below. Modify Tenancy Contract Service Page 16 of 35

System provides you two mode of payment, o Debit from Account To make the fee payment from your account balance, click the button Pay Fee under the section Debit from Account. System will deduct the fee amount from Lessor account in municipality and tenancy contract will be downloaded if the payment is successful. Note: To deposit amount to lessor account, please visit the nearest municipal customer service center. o Pay by Credit Card To make the fee payment by credit card, click the button Pay Fee under the section Pay by Credit Card and wait till system redirect to the payment gateway. Select the card type (Visa or MasterCard) you want to pay from. Click link Cancel to cancel the payment and return to the service request page. Fill in the Credit Card details and click button pay. Below screen will appear while processing payment. Modify Tenancy Contract Service Page 17 of 35

Following message will appear once the payment is completed. Click button OK and wait while system download the tenancy contract. The tenancy contract will be generate and displayed as below. Modify Tenancy Contract Service Page 18 of 35

In case Lessor is exempted from service fee If the lessor is exempted from service fee, fee payment step will not appear. System will take you directly to download contract step. At this stage the Service status will be Closed Click link More to open the service request page and click button Download Contract at the bottom of the page to download the contract. You can print the payment receipt after successful payment of service fee. After payment, you can find option to print the payment receipt at the bottom of your service request page as show below. To print/download the payment receipt, click on the button Print Payment Receipt. The receipt will be generate and displayed as below. Modify Tenancy Contract Service Page 19 of 35

5. Resubmit Modify Tenancy Contract Service Request (in case department rejected for modification). In case the application request submitted to the department for approval has any missing information, the department will return the application request for modification. You can correct the information and submit again to the department for approval. The Service status will be Pending Customer Update. You can open the service request from My Requests Page. Click link More to open the service request. You can view the department comments in the Comments History section as below: - After making the required changes as per the department comment, click button Submit to submit the request again for department approval. The following message will appear:- Modify Tenancy Contract Service Page 20 of 35

6. Cancel Modify Tenancy Contract Service Request You can cancel Modify Tenancy Contract request, if the application request is pending with applicant either for fee payment or for modification. In these cases service request status will be either Pending Customer Payment or Pending Customer Update. Click link More to open the request. If you wish to cancel the request, click on the button Cancel Request. You can see these action buttons at the bottom of the page. The following confirmation message will appear:- Click button OK to continue and cancel the service request. Click button Cancel if you do not want to continue with the cancel request. If you click button OK, the request will be canceled and the following message will appear:- Modify Tenancy Contract Service Page 21 of 35

Add Tenant Details Click the button Add Tenant, a search window will open where you can search for the tenant (Individual or Company) and add to the contract. Add Tenant (if Individual) Search by EID (Search by Emirates Id) Search by EID card If the tenant s EID card is available and card reader is plugged to your computer, insert the card into the EID card reader and click button Search by EID card. The system will show tenant details as below. Note: If tenant is not registered in system, the system will register the tenant by fetching the details from EID card. Search by EID number Enter the EID number and click button Search. If the tenant is already registered in the system, the system will show the details as below otherwise you will receive the message Your search did not return any results. Note: If the tenant is not registered in the system, tenant need to visit the nearest municipal customer service center to register in the system. Search by EID Application No. (Search by Emirates Id Application No.) If the tenant EID is under process with the Emirates Id Card authority, you can still apply for the service using EID Application Number. Select the option Search by EID Application No Modify Tenancy Contract Service Page 22 of 35

Enter the EID Application No and click button Search. If the EID Application No is already registered, system will show the details as below. If the EID Application No. is not registered, you will receive the message Your search did not return any results. The search details will be show as below. Select the tenant and click button Add. The selected tenant will be added to the main page and search window will be closed. Add Tenant (if Company) Search for the company by any of the following field, Trade License, Company Name, Phone, or PO Box. Select the company you want to add as tenant and click button Add. Modify Tenancy Contract Service Page 23 of 35

Tenant details will be added as follows:- To register a new company, refer to section Register a Company (Tenant), if company is not registered in the system. Register a Company (Tenant), if company is not registered in the system. You can register the company if the company trade (CN) or Industrial (IN) license is issued from Department of Economic Development in Abu Dhabi. When you search for tenant (company) and company is not registered in the system, will receive the following message. No matching results for the entered search criteria If the tenant company that you are search for has a trade or Industrial license issued form the Department of Economic Development in Abu Dhabi you can register it in the system. Click button OK to close the message. Modify Tenancy Contract Service Page 24 of 35

To register, click button Register DED Company, the below window will appear:- Enter the trade license and click button Search. System will fetch company information from Department of Economic Development in Abu Dhabi and show as below. Select the Company type and fill in all other required information. To fill the contact information from contact person (Emirates Id) EID card, insert the contract person EID in card reader and click button Read Contact Person details by EID card reader. After fill in all required information click button Create Company. Company will be created in the system and shown as below. Modify Tenancy Contract Service Page 25 of 35

Select the company and click button Add to add as a tenant. Validation Messages o If you Submit the request without fill in the mandatory field, Required message will appear next to the mandatory field and the following message will appears Provided data is incomplete or invalid. Please check all required fields :- o If you submit the request without uploading the required documents, Required message will appear next to the mandatory documents as follows:- o If you upload wrong document type ad submit request, Invalid file type message will appear next to the wrong documents as follows:- Allowed File Types are mentioned next to each attachment as show in below. Modify Tenancy Contract Service Page 26 of 35

o If you search for a Tenancy Contract Number which is not registered in the system, the following message will appears No records found for the Contract Number :- o If you search for a Tenancy Contract Number which does not belongs to the applicant, the following message will appears This tenancy contract number does not belong to the selected lessor :- o If you search for a Tenancy Contract Number which is in the process, the following message will appears There is running Request on this Tenancy Contract :- o If you search for a Tenancy Contract Number which is not active, the following message will appears Tenancy contract must be active to apply for Modify Tenancy :- o When you search for Tenancy Contract Number, if owner information for plot is not available, the following message will appears:- Modify Tenancy Contract Service Page 27 of 35

o o When you search for Tenancy Contract Number, if PMA (Property Management Agreement) is not active for all unit/property in that contract, the following message will appears All units in this contract does not have active PMA :- If the Contract Start or End date is not within the PMA (Property Management Agreement) Start and End date for any of the property/unit, the following message will appears Cannot proceed your request as there is mismatch between Contract start and end dates and Property Management Agreement start and end dates for the units :- o If you do not check the checkbox Verify Premise Number and submit the request, the following message will appears You should verify premise number for all units :- o If premise details of the added unit(s) are not valid and you submit the request, the following message will appears Premise details are not valid for following units. Please enter valid premise details: :- Modify Tenancy Contract Service Page 28 of 35

o If you enter wrong premise number and click button Validate Premise Details or Submit, the following message will appears Premise is not valid :- o If the start date of the contract exceed 7 days from today s date, the following message will appears The start date of the contract must not exceed 7 days from today s date o For Commercial/Industrial contract if the contract period is less than 6 months, the following message will appears Commercial / Industrial contract should be minimum for 6 months Modify Tenancy Contract Service Page 29 of 35

o If do not select the lessor authorized signatory (if lessor is company) and submit the request, the following message will appears Please select lessor company authorized signatory :- o If do not select the tenant authorized signatory (in case tenant is a company) and submit the request, the following message will appears Please select tenant company authorized signatory :- o If selected Lessor/ Lessor authorized signatory signature is not available, the following message will appears For Lessor Lessor signature is not available. Please update signature using lessor or visit the nearest customer service center to update the signature. For Lessor Authorizer Lessor authorizer signature is not available. Please update signature using authorizer EID or visit the nearest customer service center to update the signature. The following link will appear. Insert the EID into the card reader and click on link to update the signature. For Tenant Please insert the Tenant EID card in card reader and click here to update the signature For Tenant Authorizer Please insert the Tenant authorizer EID card in card reader and click here to update the signature Modify Tenancy Contract Service Page 30 of 35

o If selected Tenant/ Tenant authorized signatory signature is not available, the following message will appears For Tenant Tenant signature is not available. Please update signature using Tenant EID or visit the nearest customer service center to update the signature. For Tenant Authorizer Tenant authorizer signature is not available. Please update signature using authorizer EID or visit the nearest customer service center to update the signature. The following link will appear. Insert the EID into the card reader and click on link to update the signature. For Tenant Please insert the Tenant EID card in card reader and click here to update the signature For Tenant Authorizer Please insert the Tenant authorizer EID card in card reader and click here to update the signature Modify Tenancy Contract Service Page 31 of 35

o If you do not specify one occupant as main occupant by selecting the Main Occupant from the Relation field, the following message will appears You should choose one main occupants for each unit by selecting Main Occupants from the relation in occupants details :- o If you do not specify the work location or study place for occupants, the following message will appears Please select either Work Location or Place of study for occupants :- o If the Tenant Company Trade License is cancelled in DED (Department of Economic Development in Abu Dhabi), the following message will appears Cannot proceed, Tenant Trade License is cancelled in DED :- o If the Company you are trying to register or update is not registered in DED (Department of Economic Development in Abu Dhabi), the following message will appears Company not registered in DED (Department of Economic Development in Abu Dhabi). Please check the Trade License :- o If tenant/lessor/occupant contact information is not complete, the following message will appear Tenant/Lessor/Occupant details are incomplete. Please update the details and submit again, depend on who is selected to pay electric bill:- Modify Tenancy Contract Service Page 32 of 35

Below window will appear to update the missing information (if individual):- Below window will appear to update the missing information (if company):- Update information by fill in the required fields and click button Update. After updating information, click button Submit to submit service request again. o For Residential contract if no occupant is included, the following message will appears Contract have exceptions require approval from the respective Modify Tenancy Contract Service Page 33 of 35

municipality: No Occupant On unit UNT8268351 Do you want to proceed? Click button OK to submit the request with exception. Click button Cancel to cancel the submission. o If the selected unit(s) is not rentable, the following message will appears Contract have exceptions require approval from the respective municipality: Unit not Allowed to be rented UNT8268352 Do you want to proceed? Click button OK to submit the request with exception. Click button Cancel to cancel the submission. o When you click button Pay Fee to make payment and if there is any pending payment transaction, the following message will appears Payment cannot be processed right now as there are other pending transactions. Please try again later :- o If problem occur during payment or you Cancel payment process, the following message will appears Payment transaction was not completed successfully. Please try again later. If this message appears again, please contact Abu Dhabi Government Contact Centre 800555 :- Modify Tenancy Contract Service Page 34 of 35

o If you are not using Internet explorer or Emirates Id is not properly inserted in the card reader, the following message will appears Error occur while reading from Emirates Identification Card :- Modify Tenancy Contract Service Page 35 of 35