During Tenancy


We will conduct a routine inspection at the property approximately every 4 months. The main purpose is to provide a report to the owner that you are maintaining the property, and also to check for any repairs and make any recommendations to the owner. Please see a detailed list of what we look out for below.

Also note that the inspection may also involve taking photos of any repairs required, and a photo of the grounds front and back. It is policy that we do not take photos of tenant possessions.

Routine Inspection Guide – What we look out for at inspections

Inside the Property

• Walls/light switches/doorways and doors are clean from marks
• The carpets are clean and stain free
• The windows and screens are clean
• The kitchen area clean and oven/stove top is free of burnt on food and carbon staining
• Shower, bathroom and toilet, Laundry and all tiling is clean
• All areas and rooms are fully accessible (not locked)

Outside the Property

• The lawns are freshly cut/edged and maintained
• Gardens tidy and presentable/weeds removed
• Rubbish/lawn clippings removed
• No unregistered car bodies on the property
• Oil stains removed to carports, garages and driveways
• All areas, garages, store rooms etc are all accessible
• Swimming pool/spa – water and sides/bottom are clean

If You Have an Approved Pet

• Any droppings are picked up and removed
• Any pet damage or rubbish scattered is repaired and cleaned up
• Ensure all/any dogs are properly restrained for the inspection

This guide is given to your tenant so that we might avoid any unnecessary callout fees.

Hot Water Systems

If the water is not hot check the following:

• The power is switched on
• Check the power box for a tripped switch or blown fuse
• If the system is electric it may need refilling
• If your shower routine has changed or increased then the tank capacity and/or tariff rates will affect this
• In winter the efficiency of the tank is less than in summer and the water will get colder quicker

Bath/Shower Leaks

Most bathroom leaks first show up from there being water or leaking into the wardrobes or any area backing onto the wet area – a regular check of these areas is advisable. If the carpet is wet, sponge and dry area thoroughly and check again after use of the wet area. Please advise your Property Manager if water appears and you think there may be a water leak.

Leaking From Toilet

This is usually a minor problem. Regular mopping and turning off the tap behind the toilet between is adequate until the trades-person can attend.

Clothes Dryer

• Clean the filter before every use
• Check the power is on
• Check the dryer is not overloaded

Faulty Switches or Fans

Do not attempt to fix faulty switches or fans yourself. Do not use the switches if they are faulty. Check that the appliance in use is not faulty if you are having problems with a particular power point.


Check the bulb or starter switch if it is safe to do so. Check the fuse box for a tripped switch or blown fuse.


Check the fuse box for tripped switch or blown fuse. Check any appliances in use as they may have overloaded the system or failed and caused the switch to flick off. Check with your neighbours to see if they are having any power issues. If a Tenants electrical appliance if found to be the cause of a power outage when an electrician attends, then this will be a tenants expense.

Hot Plates

Check if the power if connected and check the fuse box for any tripped switches or blown fuses.Unblock and push the reset button on the system. Do not attempt to disassemble the system.

Pool Problems

• Water level is a priority and must be kept at a level to allow water to flow through the skimmer boxes at all times. • No metal objects should be in the pool as it could cause corrosion marks. • No animals should be in the pool as this creates a chemical imbalance. • Ensure regular testing of pool water to keep the correct ph. level. • Vacuum at least once a week to keep the pool clear of debris. • Regular checks of the pump to ensure the motor is working correctly and efficiently. Leaking or pooling water at the pump could mean a cracked casing and will need attention. • Even if the pool is maintained for you in your lease agreement, it is still your responsibility to monitor and report any potential problems.

Zero Tolerance Policy For Late Rent Payments

We pride ourselves in our careful tenant qualification and screening processes. Applications are approved ONLY on the grounds that we are confident that the rent will be paid on time, every time. However a minority of tenants still get behind in their rent, despite all of our tenant screening procedures. As we do not know who this will be when we sign tenancy agreements, we need to advise each tenant of our Zero Tolerance policy for late rent payments.

Follow-up involves phone calls and persistent personal contact. This has caused some people upset, embarrassment and also resentment. However we cannot apologise for such action as we believe that the rent must be paid in advance at all times. We make it clear that our clients who own the rental property have taken out a mortgage. This person has approved your application ONLY on the grounds your rent will be paid on time…every time!

Therefore if you believe you may be late with a rent payment, you must notify us at least 3 working days beforehand so we can inform the landlord to prepare and make other arrangements with their mortgage payments, should this be required. In some cases we ask you to do all that you can do to borrow the money from other sources (i.e. your family, friends, employer, bank, credit cards, pawnbroker etc) should you not be able to make a payment on time.

However, should you not communicate with us our policy is as follows:

• 3 days late – Email will automatically be sent from Property management system
• 7 days late – Email automatically generated from Property management system.
• 8 days late – Breach notice issued
• 17 days late – Notice to leave issued

Eviction will follow if the problem is not fully remedied!

Sometimes, some tenants are continually late with payments. If we have a tenant that is consistently behind despite all of our best efforts, we will recommend to the landlord for this lease not to be renewed. The tenant will then be required to vacate the property at the end of their lease and also be furnished with a poor performance reference should a new landlord or agent require one.

The National Internet Tenancy Database – Rent Default

In extreme cases, details of the tenancy are lodged on a National Internet Tenancy Data Base. This will affect further tenancy arrangements with other real estate agents not only in your local area, but across Australia and New Zealand. This will cause you severe inconvenience and hardship for your future accommodation prospects. It is important to note that all real estate agents check this tenancy database when they receive an application for tenancy. If your details come up, you find they will automatically reject your application. Therefore we encourage everyone to ensure their rent is paid on time, so that our business relationship remains beneficial for both parties.

Please call us should you have any queries regarding our Zero Tolerance Late Rent Policy.

Dishonoured Cheques

Should you pay a personal or company cheque direct into our agency trust account and the cheque is dishonoured, we will ask you to pay any bank dishonour fees to us within 7 days. Furthermore, should this occur, we will also request that you do not pay your rent by cheque again so this situation is not repeated.

Paying Your Rent In The Office

Unless specifically requested, we are unable to accept rent payments into our office, cash or otherwise

Calendar Monthly Payments

Should you be requested to pay by calendar month, it is important to understand that the term ‘calendar month’ does not refer to 4 weeks or 28 days. As each month has either 28, 30 or 31 days, then a calendar monthly amount is more than 4 weeks rent.

To calculate this properly and evenly, we use this simple calculation.

a)Weekly Rent divided by 7 days = Daily Rent
b)Daily Rent x 365 days = Yearly Rent
c)Yearly divided by 12 months = Calendar Monthly Rent

This calculates 12 equal calendar monthly payments, which will be due on the same date each month (i.e. the 1st of each month); instead of the same day (i.e. every second Friday) as is the case with fortnightly payments. Please note that a calendar month payment is approximately 4.33 of a week’s rent.

Understanding ‘Rent In Advance’

Please ensure your rent is always paid in advance. Some tenants find this concept hard to understand, and some mistakenly believe that the first 2 weeks rent paid is held in trust for use at the end of tenancy, like a bond. It is important to note the first 2 weeks rent paid in advance is rent paid for the first two weeks you live in the property.

General Repairs

We insist that all repairs are lodged in writing. You can lodge repair requests online.

After Hours Emergency Repairs

Should an emergency repair be required after hours then you need to contact the appropriate tradespeople located on our after hours contacts page.

What Are Emergency Repairs

Emergency items are generally those that could cause injury to the tenant or damage to the property, and may include:

• Water pipes have broken or burst
• Blocked or broken toilet (if a second toilet is not available)
• Serious roof leak or gas leak
• Dangerous electrical fault, dangerous power point, loose live wire etc;
• Flooding, rainwater inundation inside the property, or serious flood damage
• Serious storm, fire or impact damage (i.e. impact by a motor vehicle)
• Failure or breakdown of the gas, electricity or water supply to the premises
• Failure or breakdown of an essential service or appliance on the premises for water or cooking
• Hot water service failure on a weekend, or long weekend (this would not be considered an after hours emergency if this occurs on a week night)
• Fault or damage that makes premises unsafe or insecure
• Fault likely to injure a person, cause damage or extreme inconvenience