| 1. Property Condition Report |
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| You should receive a Property Condition Report from your Property Manager within seven (7) days of the commencement of your tenancy. You then have seven (7) days to complete this report and return it to our office. This is absolutely vital in order to avoid any possible disputes about the condition of the property when you vacate. The Property Condition Report records the condition of the property when you move in and is used to check that you leave the property in the same condition. If there is any damage, excessive wear and tear or items needing repair that have not been included on the Property Condition Report when you receive it, be sure to list them on the form when you return it or you may be held liable at the end of the tenancy. Your Property Manager will be happy to meet you at the property to look at and discuss any items that you may be unsure about. |
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| 2. Services Connections |
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One of the first things you will need to do when you commence your tenancy is connect your telephone, power, water and gas. We can put you in contact with service providers that can attend to connection of all services. Your Property Manager will advise you when you make your initial enquiry as to whether the property has gas connections. Some strata properties may already have power connected and your Property Manager will also advise you of this when you sign your lease agreement.
Maintenance Responsibilities |
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| 3. Carpets |
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Carpets are easy to maintain if you follow a few simple steps.
Regular vacuuming will slow down wear and tear and prevent everyday dirt from causing damage. Vacuum at least once a week or more frequently for heavier traffic areas. We suggest using protective mats and floor covering protectors under home office chairs and any heavy furniture.
Carpets must be professionally cleaned at the end of the tenancy, however if your tenancy is for a period longer than 12 months, you may wish to have the carpets cleaned every 12-18 months to maintain them in good condition.
Treat spills as soon as they occur to avoid staining. Follow these steps:
1. Remove as much of the spilled matter as you can.
2. Blot liquids with a clean white towel or paper towel.
3. Apply carpet cleaner as directed on the label. Apply to a towel first then blot on to the carpet. Work from the outside of the spill in towards the centre.
4. Rinse with a small amount of water (do not use hot water).
5. Blot dry. |
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| 4. Timber Floors |
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Although timber floors allow you to avoid some of the work involved in maintaining carpets, they still require some care.
Use protective floor mats and floor covering protectors under office chairs and heavy furniture to avoid wear on floors. Sweep often and mop floors as required to avoid damage to the polished surface. Only use minimal water when washing timber floors - if the polish is thin in any areas excess water can seep through and significantly damage the timber. If you notice any areas where the polish is already worn, notify your Property Manager so that it can be assessed and any necessary action taken to avoid damage to the timber. |
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| 5. Vinyl Flooring |
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Any equipment that is not working when you move in should be reported to your Property Manager immediately. If you experience problems with any equipment during your tenancy, there are a few things to check before reporting it to us for maintenance. Please refer to our maintenance and repairs section.
Ovens and stoves must be kept clean and used in accordance with the product manual (if provided).
If a washing machine/dryer is provided with your tenancy, clean the filters in each machine regularly and ensure that dryers are adequately ventilated. |
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| 6. Gardens |
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You are responsible for keeping gardens and lawns in the same condition as when you moved in. The most important step is to water regularly. Remove weeds from garden beds and pathways and trim plants and hedges as required. Any garden equipment belonging to the owner should be stored away from rain.
You may not remove or cut down any plants or trees, however if you have adequate reason to believe plants or trees should be removed, ask your Property Manager who will discuss the matter with the owner.
Some properties with lawns may have lawn mowing included in the rent. Your Property Manager will advise you of this when you make your initial enquiries about the property. If not, it will be your responsibility to ensure that lawns are mowed regularly. |
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| 7. Swimming Pools and Spas |
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| If the property includes a swimming pool or spa, you must maintain these and any associated equipment in a clean and properly treated condition. You are also responsible for observing any related legal requirements during the tenancy. You cannot drain the pool without first obtaining consent from the owner. |
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| 8. Locks |
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| You are not permitted to change any locks on the property without the permission of the owner. |
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| 9. Property Inspections |
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A Property Inspection will be carried out regularly during your tenancy. These inspections are not only to ensure that you are maintaining the condition of the property, but are also a good opportunity for you to let us know of any problems such as routine maintenance that is required.
We will notify you at least seven (7) days in advance of when a Property Inspection will be carried out. You do not need to be present for the inspection. If there are any items you wish to make us aware of, please leave this in writing in a prominent place in the house. |
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| Information for Landlords |
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WE ARE AT YOUR SERVICE!!!
This guide has been developed to provide you with information about the services that Property Lovers Property Management offer and to assist you make the right decisions for your investment property.
Our aim at Property Lovers is to provide a high level of personalised service to both the Landlord and the Tenant.
If you have any problems or questions at any time, please contact our Property Manager or our Property Managers Assistant.
Our sole purpose is to do our best for you and achieve the results you desire.
If you are happy with our service, as I am sure you will be, please tell your friends and family. |
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| Do I Really need a Property Manager? |
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Do you understand the full implications of being a landlord and are you prepared for them?
Do I understand all the legal aspects of Property Management?
Will I remember to complete all the Forms at the right times?
Do I know which Form is used for what purpose?
Do I want to be bothered by the neighbours to settle any neighbourhood disputes?
Do I want to be woken up in the middle of the night to find that the hot water system is cold, or that someone has broken in?
Do I have the time to run around and get competitive quotes for repair work?
Do I have the time to meet tradesman to get the work done?
Do I understand the current rental market in the area?
Do I understand what will be happening in the rental market in the future?
Do I understand the ramifications of the Discrimination Act?
Do I like being told yet another story about why the rent will not be paid?
Can I decide when enough is enough?
Will the tenant suddenly disappear while I am on holiday?
What if there is an emergency while I am on holiday?
Can I trust someone to organise the insurance in case of an emergency?
Do I really want to go to court to settle any disputes?
Do I really have to be involved with their domestic problems?
Can I inspect the house now that tenants are living there?
Can I ask the tenant to keep the property clean and tidy?
Can I ask the tenant to clean up the yard and mow the grass?
Can I say NO when the new puppy arrives?
Can I afford NOT to have a fully trained Professional Property Management Team look after my investment? |
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| Before you Rent your Home |
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Think carefully before you choose an Agency to manage your property based solely on the management fees.
Common concerns for Landlords:
• Poor screening of prospective tenants
• Non compliance with tenancy agreements
• Mistreatment of the rental property
• Regular inspections not carried out by the Property Manager
• Delayed arrears action
• Below market rent
• No regular increase in rent
• Poor communication with Landlord
The owners of Property Lovers like you, are private property investors heavily committed in the Caboolture Region, we treat your investment property with the same care and enthusiasm as we treat our own.
We at Property Lovers will honestly and strenuously endeavor to obtain the best rental price for your property. |
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| Tenancy Applications & Quality Tenant Selection |
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Careful selection of tenants makes our job easier in the long run and ensures that your property is in good hands. It is easier to put a good tenant in than to get a bad tenant out! The greatest care is taken to ensure that the most suitable tenant is matched to your property.
All prospective tenants are asked to fill out a detailed application form and provide 100 points of ID, which is photocopied and kept in our records. Applicants are asked to provide a full rental history and all previous Agents/Landlords will be contacted by us. Property Lovers require 4 recent pay slips for employment verification and prove that the tenant can afford to maintain the rent. The Landlord is then contacted to discuss the application. The Landlord always makes the final decision in relation to the suitability of the Tenant.
Property Lovers is an REIQ accredited Agency and a member of the Tenancy Information centre of Australia (TICA). This national corporation provides us with direct access to a database detailing any previous defaulting tenants who have vacated owing rent, left without cleaning or repairing damage. Reference checks do not guarantee a good Tenant, however, they do assist us in discovering habitual defaulters. All applications will be checked on this database. |
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| Arrears |
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At Property Lovers we have a very strict policy with regards to tenants who fall in arrears with the rent arrears checked on a daily basis and followed up with phone calls and written notices.
In accordance with the Residential Tenancies Authority, a Notice to Remedy Breach will be issued on the eighth day of arrears, if the arrears have not been paid out by the expiry of the notice then a Notice to Leave will be issued asking the tenants to vacate the property, usually the tenants will make payment or an arrangement to rectify the rent arrears at this stage.
Should your tenant not vacate during the ‘Notice to Leave’ period or pay rent, it may be necessary to issue an Urgent Application for Termination through the Small Claims Tribunal. We will prepare the necessary documentation and appear on your behalf at the hearing. Be advised an additional charge will be made for this service.
Property Lovers will maintain regular contact with you throughout the process and keep you up to date with the latest developments/concerns with your property. |
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| Inspections |
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Once a suitable tenant has been found, a comprehensive condition report with photographs is carried out on the property before the tenancy begins. A copy is sent to the Landlord to varify the condition of your property.
To ensure that the tenants are maintaining the property in a satisfactory condition, Property Lovers first routine inspection would be within 6 – 8 weeks of the tenant moving in. Property Lovers conduct exterior and interior inspections quarterly (i.e. 4 times a year as per REIQ guidelines).
A written report on the state of your property will be sent to you on the completion of each inspection with any photos deemed necessary to fully illustrate the condition of the property. |
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| Management & Fees |
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Please be advised that all our fees and charges are tax deductible. A percentage is charged on all rent collected. This percentage is 8% with 4 inspections per year.
Management Fees - 8%
Letting Fee - One weeks rent plus GST (please note that this is
only charged when a new tenant is found not when the same tenant is renewing)
Administration Fee - $5.00 plus GST
Insurance Claims - $40 Per claim (please keep in mind that this is a very time consuming process)
Court Costs - Court Lodgment Fee at cost (which will be passed on to the Tenant), $50 preparation fee plus $50 per hearing
Lease Renewal Fee - $55 for each lease renewal (a full written report plus a comparative rental analysis will be forwarded at this time)
At Property Lovers we are happy to deposit rent directly into your bank account twice a month or once at the end of the month depending on your requirements. |
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| Keys |
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Our policy is to escort all prospective tenants to your rental property.
We DO NOT hand out keys to prospective tenants, as it can cause security and insurance problems for your property.
RENT REVIEWS
At Property Lovers Tenancy Agreements (leases) are renewed according to your instructions in relation to the existing tenant. You shall receive a letter and comparative rental analysis 4 – 6 weeks before the lease is due to be renewed asking for your instructions. |
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| Payment Options |
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At Property Lovers we try to make it as easy as possible for tenants to pay rent. The options available are:-
• EFTPOS
• Credit card
• Cheque or Money Order
• Direct Deposit into your bank account
Our office is open 9am – 5pm Monday to Saturday(9am – noon), which gives your tenant plenty of options to keep up to date with rent payments. |
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| Advertising & Promoting Your Property |
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To help secure a tenant as quickly as possible, Property Lovers provide competitive advertising rates to advertise your property in the print media. Your property will be displayed as:-
• Current photo of property on office window
• Photo and information on www.propertylovers.com.au
• Photo and information on www.realestate.com.au
• Photo and information on www.domain.com.au
• Photo and information on www.rent.com.au
• Office rental list for enquiries
• For rent sign (optional) |
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| Insurance |
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Property Lovers strongly recommend that Building and Contents Insurance incorporating Public Liability Insurance be taken out to safeguard your assets. Contents Insurance will cover your fittings i.e. carpets, curtains, light fittings etc. Please be advised by law you must have Public Liability Insurance (we recommend cover to the value of $10,000,000). If the above insurance is already in place, please arrange for copies to be forwarded to our office.
Landlord‘s Property Protection Insurance is available through our office, this covers loss of rent and tenant damage. An information brochure and application form is attached. |
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| Maintenance |
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The Landlord has a legal responsibility to maintain the premises in a reasonable state of repair and to respond to repair requests in a prompt manner. For example, items such as blocked drains, electrical repairs, broken windows, leaking pipes, dishwasher, stove, hot water and annual pest control are all the responsibility of the Landlord.
However if it is found that the tenant is responsible for the problem due to abuse or neglect, then the tenant will be responsible for a portion or all of the repair costs. |
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| Smoke Alarms |
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As of July 1 2007, there are a number of legal requirements that must be adhered to by owners of residential rental properties. These legislative requirements fall under the Queensland Fire and Rescue Service Amendment Act Bill 2006.
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| Together we are a Team |
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Property Lovers will work with you as a team. If you feel we have overlooked any issues, please discuss them with us. Our goal is to provide a professional and comprehensive Property Management Service with a clear focus on achieving the best results possible for your investment.
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| Tips on Getting a Tenant Fast |
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Tip 1
Choose a reputable Agent with a good track in Property Management and prefferably Property Investment.
Tip 2
Interview prospective Property Managers,choose a manager with at least 5-6 years experience,too often valuable investment portfolios are left in the care of very inexperienced staff.
Tip 3
Reduce the Rent,it is important to meet the market,this is a sure fire way of getting a tenant fast.
90% of something is better than a 100% of nothing.
This tip is particularly important if their a number of properties similar in quality and location in the market.
Tip 4
Give the tenant one weeks free rent,this helps in the transition from one property to next and can be a deal maker if your property is competing against similar properties in the market.
Tip 5
Give your property a makeover,get rid of pink and purple walls and smelly old curtains,replace outdated light fittings and aim for neutral colours throughout.
Adding fans and air conditioners to your property especially in hot climates can seriously improve your chances of securing a tenant fast.
Tip 6
What about providing some white goods,fridge ,freezer or dryer.
Some tenants would be greatly appreciative of these items.
Tip 7
Sell the area not just the property,make sure all advertising highlights the lifestyle aspects of the area,for instance "close to town" means the tenant doesn't need to take the car to work and he or she can save on fuel costs.
Sell the benefits not just the property features.
Keywords are extremely important when advertising.
Tip 8
Make sure your leases expire at peak times. Understand which times of the year are high and low demand in your area.When you find a tenant ensure that your tenancy expires in a peak time rather than a period of low demand.
Tip 9
A smart move before you even buy an investment property in a particular area is to test the rental market demand.
Place a classified advertisement for the property you wish to purchase in the "For Rent" section of the local newspaper.
You will soon get an indication of demand in that area for the type of property you wish to invest in.
It is important to test and measure your investments before committing your hard earned cash. |
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| Property Lovers Property Management Team |
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Property Lovers Property management Team has been established for just over 18 months and has achieved great success, due to our professional and experienced Property Managers.
So for a dedicated Property Management Team with a difference, call the girls at Property Lovers Property Management.
3888 2646 or info@propertylovers.com.au |
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| 1. Requesting Routine Maintenance |
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| Please advise us in writing of any routine maintenance required. You can do this by filling out an online maintenance request form, or by downloading this form in pdf format and faxing or posting to our office. You would also have a copy of the form given to you at the beginning of your tenancy as part of your New Tenancy Kit. Fax the completed form to us on (08) 9266 8811. You can also request that a form be posted to you by phoning (08) 9266 8888 during business hours. |
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| 2. Emergency Maintenance |
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| Anything that is likely to cause injury or real inconvenience to the tenant, or damage to the property, should be reported to your Property Manager immediately. If it is outside of business hours, contact them on their mobile. If you cannot reach them on their mobile, leave a message on their voicemail. If the Property Manager does not get back to you within a short time, you should arrange the repairs yourself subject to the constraints as detailed in your tenancy agreement (through one of our approved contractors only) and you will be reimbursed for any approved out-of-pocket expense this may cause you. If you arrange for the repairs yourself, please leave a message to this effect on the Property Manager's mobile. |
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| 3. No Electricity |
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Check fuses and safety switch located in the electrical meter box. If the safety switch has tripped, reset it. If it trips again, turn off all power points and unplug your appliances. Begin plugging in appliances one by one to find out which one is tripping the switch. If the appliance belongs to you, the repairs are your responsibility. If the appliance belongs to the owner, contact your Property Manager who will arrange repairs.
If you cannot restore power after you have checked the fuses and safety switch, check if your neighbour has power. If you have completed all checks and cannot find the cause of the problem, contact your Property Manager. |
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| 4. Hot Water Systems |
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If you experience problems with a gas hot water system, check that the pilot light has not gone out. There should be instructions on the system for relighting the pilot light. You can also adjust the temperature of the water; again, check the instructions.
Some electric hot water systems need topping up every few months. If your system has this facility, there will be a filler valve on the side of the system, lift the lever until water flows from the overflow. For any other problems with electric hot water systems, contact your Property Manager.
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| 5. Ovens/ Stoves |
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| Refer to the manual (if provided) for initial troubleshooting. If you cannot fix the problem or it is not referred to in the manual, contact your Property Manager. |
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| 6. Washing Machines and Dryers |
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| For washing machines, check the hot and cold water connection hoses and taps before calling to report a problem. Dryers will need to have the lint filter cleaned often, generally after each use. If the washing machine/dryer belongs to you, any maintenance is your responsibility. If they belong to the owner and you have checked the manual (if provided), contact your Property Manager to arrange repairs. |
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| 1. Vacating Before the End of the Lease |
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You cannot vacate the premises before the end of the lease unless the Owner agrees to terminate the agreement. Generally in order for the Owner to agree to early termination of the lease agreement, the tenant is required to pay the owner's costs to find a new tenant as well as rent until the property is re-let.
If you wish to leave the property before the end of your lease, you will be liable for rent payments until a new lease is signed, as well as the costs for finding a new tenant (such as advertising). You may also be liable for the Landlord's cost to re-let the property.
All responsibilities normally associated with leaving a property still apply, such as final cleaning of the property for the Property Inspection, returning the keys and arranging the refund of your bond. |
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| 2. If you wish to Sign a New Lease |
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If you wish to continue renting the property for another tenancy period, contact your Property Manager in writing at least two week's prior to the end of your lease. Your Property Manager may have already contacted you to discuss negotiating a new lease agreement.
Signing a new lease may result in some changes from the existing one, the most important being a possible change in rent if the market value of the property has increased since the beginning of your tenancy. If this is the case, your Property Manager would advise you of this in advance so that you have time to consider the new weekly rental before signing the lease. |
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| 3. If you wish to Vacate the Premises |
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You will need to provide your Property Manager with written confirmation of your intention to leave at least two week's prior the end of the lease. Remember that you will be responsible for paying rent until the date that you return all of the keys to us.
After we have received the keys from you, your Property Manager will endeavour to conduct a Property Inspection within one business day in order to facilitate a quick return of your bond. Your Property Manager will contact you after the inspection to discuss whether the condition of the property is satisfactory. See our moving out guide for hints on what to do when vacating the property to assist you in satisfying your responsibility to return the property in good condition. |
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| 4. The Return of your Bond |
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To have your bond returned to you, a Joint Application for Disposal of Security Bond (Form 4) must be filled out and submitted to the Department of Consumer and Employment Protection's Bond Administrator.
Before we will authorise the release of your bond, you must have satisfied all of your obligations under the Tenancy Agreement. The final property inspection will determine whether the condition of the property is satisfactory, if not, you will have to make the necessary repairs before your bond can be returned.
If the condition of the property is satisfactory, or after you have made the necessary repairs, we will arrange the return of your bond without delay. |
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| 1. Two Weeks Before |
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Make a list of everyone that you need to inform of your new address. When you get new mail in the next two weeks, check that the sender is on your list.
Fill out a Mail Redirection Form with Australia Post. This will ensure that any mail from people you haven't notified will still reach you. You may wish to fill out this form online, just click on online mail redirection.
For all milk, newspaper or other deliveries, notify the business of when you want the service cancelled and pay the bill up to this date.
Contact your utility providers (telephone, power, gas) and inform them of your moving date so that final readings can be carried out. Arrange for these services to be connected in your new home.
Book moving trucks or let friends who have offered to help know the date that you will be moving.
Make a booking with a carpet cleaner when you know when the property will be vacant. |
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| 2. One Week Before |
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Get all the boxes, tape etc that you will need and begin packing anything that won't be needed in the next week.
Return all library books, rented videos or other borrowed items.
Weed the gardens and tidy the exterior of the property. |
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| 3. Moving Day - Interior |
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Following this checklist will help to ensure that you are refunded your bond in full and without delay. Read through the Property Condition Report that you received at the beginning of the tenancy to make sure that the condition of the property is generally the same (taking into consideration fair wear and tear).
All doors, walls, ceilings, floors, skirtings, and window ledges and tracks must be washed and all marks, cobwebs, fingermarks and dust removed.
Clean windows inside and out and be sure to leave them streak-free.
Don't remove picture hooks from walls unless you have put them in and are required to remove them at the end of the tenancy. If this is the case you will also be required to repair and repaint the wall to its original condition.
Clean cupboards inside and out.
Clean light fittings and replace any missing or broken bulbs.
Curtains and blinds must be washed. Rubber-backed curtains must be dry-cleaned and blinds must be in good working order.
Carpets must be professionally steam cleaned and the receipt for this forwarded to your Property Manager in order to receive a refund of your bond.
Clean all fixtures and fittings in bathrooms and kitchens, including exhaust fans, mirrors, drawers and drains.
Thoroughly clean all parts of the oven, including racks, stove top, grill, element rings and also the rangehood and behind the stove.
Sinks must be cleaned and if the property has a dishwasher this must be cleaned thoroughly inside and out.
Remove scuff marks from tiled and vinyl floors.
Clean all ceiling fans and air-conditioners if fitted.
Clean wardrobes if applicable. |
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| 4. Frequently Asked Questions |
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Can I put up picture hooks?
Your Tenancy Agreement states that you are not permitted to put up picture hooks. If you wish to request permission from the owner to do so, we advise you to put your request in writing with a detailed diagram of where you wish to place the hooks. Send this request to your Property Manager who can submit it to the owner.
If the owner grants you permission, you may be required to either leave the hooks in place when you vacate or to remove them and repair the wall back to its original condition. This decision would be made by the owner when granting your request.
I've just moved in and everything on the Property Inspection Report looks fine to me. Do I need to complete it and send it back if there aren't any changes to be made?
Absolutely. We need to know that you agree with the report and we need confirmation of this in writing. If you haven't sent the report back within seven (7) days of receiving it, your Property Manager will contact you to remind you. The Property Inspection Report must be agreed upon by all parties at the beginning of the tenancy to avoid any disputes in the future.
The purpose of a routine Property Inspection is to ensure that you are properly looking after the property and also to determine if there is any routine maintenance to be carried out.
When conducting a routine inspection, the Property Manager will assess the condition of both the interior and exterior of the property and examine in detail any items you request them to look at for possible maintenance. It is a good idea to give the Property Manager a list of items you want checked in writing, prior to the inspection day or left in a prominent place on the premises.
What if I can't be home on the inspection day?
You are not required to be present for the inspection. If you wish to be present, contact the Property Manager as soon as possible after receiving notice of the inspection to discuss an alternative time. This may not always be possible but we will make all attempts to accommodate your request.
How do I organise general maintenance?
You can submit a request for maintenance by contacting your Property Manager or alternatively, you can fill out an online Maintenance Request.
If you feel that the problem requires urgent attention, please ring the Property Manager (on their mobile if outside of business hours) to discuss the problem. Please refer to our section on Emergency Maintenance if you are not sure whether or not the problem will require priority.
I'm having trouble paying my rent - what should I do?
Contact your Property Manager immediately. They will be able to help you assess the situation and take steps to get your rent back on track. Whether the payment difficulty is a once-off or you think you may have difficulty for a period of time, your Property Manager needs to know so that they can advise the owner.
Failure to meet your payment obligations may mean that you have difficulty obtaining rental approvals in the future, however we understand that unexpected difficulties can arise and with the owners consent we will do our best to work with you through the problem.
I can't be there for the Property Inspection but my dog will be in the backyard, is this okay?
Remember that your Property Manager needs to be able to access all areas of the property for the inspection. If you have a dog, it will need to be secured so that the Property Manager can conduct the inspection safely and easily. If you think that this may be a problem, contact your Property Manager as soon as possible before the inspection day to discuss the matter.
You should also let your Property Manager know if you have any special instructions for your pets, such as leaving a shed door open.
The landlord won't carry out the maintenance I requested - can I withhold my rent until it is completed?
You cannot withhold your rent for any reason. It is an offence under the Residential Tenancies Act to do so.
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