It is important to have the right information when needed. Below we have the 3 stages of renting and all the information you need to know to make your tenancy easy and stress-free.
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Beginning Your Tenancy
Rent & Other Payments
Along with your new Lease and accompanying documents will be a payment details letter. This will outline the several options for rent payments with one or more options being at no transactional or ongoing cost to you. Any payments to us must include the rental reference number that is unique to each tenancy.
If you do not put this reference number you will need to email us a payment transfer confirmation so we can identify your payment and allocate it to you. Any unidentified payments may result in the rent being in arrears and the unclaimed funds being sent to the office of state revenue for retaining.
It is important that rent is paid on time. If rent is not paid on time then instances of arrears will be recorded on your rental ledger, which may reduce the chances of having future applications for rental properties accepted. Should you then need to move to another property any new agent or landlord will want to see this ledger which acts as a reference.
We will notify you as a courtesy of your rent being behind either by SMS, email or letter.
Bond Payment
Rental Bonds are to be paid directly to the Rental Bond Board. We will provide a payment link directly from the Rental Bonds Online portal. After this is paid you will be provided with a confirmation and Rental Bond No. from the Rental Bond Board.
The Bond will need to be paid and received by the Rental Bond Board before property keys and possession can be handed to you.
Other Payments
Any invoice, for water usage or other outgoing charges, will be sent to you via email or Post. Invoice payments should come into our trust account, i.e. do not pay water usage to Sydney Water. We will always provide you with a reasonable amount of time to pay these charges.
Property Condition Report
On the commencement of your lease, you will be provided with an ingoing condition report. We recommend that you promptly fill out the condition report and return it to us, either via email or Post, within 7 days of moving in. If any repairs are required or any maintenance matter is identified, you should email them separately or submit a repair request through our website.
If there are any repairs or maintenance matters at this point it is best to email these separately or submit a repair request via our website. The report is solely relating to the condition in which the property has been handed to you.
Utility Connections
Under the Residential Tenancy Agreement, the connection and serviceability of Electricity, Gas, Telephone, Internet & Pay TV are a tenant’s responsibility. It is important that you arrange the appropriate connections ahead of your move-in date with the provider of your choosing. It will be your provider’s responsibility to arrange the connection including meter access and readings and to ensure the ongoing serviceability of these services to the property.
Parking & Parking Permits
Vehicles should only be parked within your defined lot, if included as part of your lease.
We recommend that you contact the local council to find out about parking permits prior to signing the lease, as these are not always available for every property dependant on zoning and allowances.
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During Your Tenancy
Routine Inspections during your Tenancy
We routinely inspect properties at set intervals where possible. The first being three months after you have moved in and less regularly from there onwards. We do take photos for our records at these inspections and of course, you may be present if we are able to coordinate convenient days and times. A tenants input at or before these inspections is important to us so that we can report any issues or concerns to the owner post inspection. You will be notified, before each inspection at least 7 days in advance, either via posted letter or email.
From time to time an owner may attend these inspections.
Repairs & Maintenance – Owners & Tenants Responsibilities
Tenants are our eyes and ears and we rely on tenants to report issues to us and as soon as practical. Repairs are classified as either urgent or non-urgent, and these are defined in the Residential Tenancy Agreement on Page 5. Sect 19(a) to 19(k).
If an Urgent Repair is out of office hours there are instructions in Section 19 as to how to proceed and our Emergency Tradespersons contact details are on the first page of your lease. Please also email us to advise. Where there are power and water outages we recommend first checking online to see if there is an outage affecting your street or area.
We request that all issues are reported to us as soon as practical as to avoid any risk of injury to you or your visitors.
Any Non-Urgent repair should be emailed to us or reported via the Repair Request link on our website. Please be as specific as possible when reporting repairs, and advise us of your access preferences.
In most cases, we will require that you are present to allow access to tradespeople. If you have reported a repair and a tradesperson has not contacted you within 48 hours please advise us.
Please be advised that we might have to obtain the landlord’s instructions to act on any Non-Urgent repair. You can be assured that our landlords are advised and aware of the obligations.
Insurance for Tenants
Please be aware that the landlord’s insurance will not cover damage to the tenants’ furniture and belongings. Your contents insurance should be insured against theft, fire, damage or any other event you may consider is necessary.
Keys – Locked out or locks changed
In most cases we cannot be available to give you access with spare keys should you lock yourself out and we may not have all keys to access your property. In the event of a lockout it will be your responsibility to arrange and pay for a locksmith.
Should we be able to attend to the property to allow you access there will be a $150.00 charge.
If locks are changed during your tenancy you are required to provide us with a copy of any new keys.
Pets
The Management Agency supports applicants with pets. If a landlord approves your request for a pet, it is likely that we have encouraged this. However, we require the landlord’s express permission, and you will be liable for any damage or condition discrepancy that your pet(s) may cause. Special conditions relating to your pet approval will form part of your Tenancy Agreement.
Some areas of concerns to be aware of are;
Broken / Scratched Doors and Walls
Fleas remaining evident in the property after you have moved
Urine can heavily stain timber floors requiring them to need sanding and polishing
Urine can damage the underlay of carpets and the scent can resurface for sometime after you have moved.
If you have been approved along with your Pet then please be mindful of these and general concerns from an owner’s point of view. It is our aim to be able to lease properties with more and more pets of all shapes and sizes, as is our wish to be able to give a good reference when you vacate for both you and your pet.
Subletting & Changes in Shared Tenancy Arrangements
Subletting the property in its entirety without approval is a Breach of the Lease agreement; should this occur the Lease will be terminated immediately.
In case of a change of shared tenancy arrangement, we will need a written and signed notice from the vacating tenant and acknowledgment from the remaining tenant(s).
Once this notice is processed we will issue the Change of Shared tenancy form, with which you can change the names under which the bond is lodged. No exchange of monies between ourselves, the bond board and the tenants can occur, therefore tenants must disburse bond monies among themselves.
Most importantly, speak with us and we will guide you through the process. If not done properly, vacated tenants remain responsible for the lease and remaining tenants may find it more difficult to receive a swift bond refund at the end of the tenancy.
Smoke Alarms
Tenants are responsible to change batteries in the smoke alarms if needed during the tenancy. Please advise us if you cannot reach the smoke alarm, as we are required to have them checked periodically. If smoke alarms are removed or tampered with, tenants will be responsible for the cost of their replacement.
Tenants Maintenance of the Property
We ask our tenants to be mindful of things that they can do to maintain the property they reside in to assist in keeping your home well presented and a smoother transition when moving. Some examples are below:
Tenants should not cut directly on or place hot pans on benchtops.
Tenants should not iron on any benches or flooring.
Tenants should keep showers, grout, tiles & screens clean.
Tenants should ventilate whenever possible, fan vents should be cleaned and fans used, windows opened in the bathroom to allow steam to escape.
Tenants should wipe clean walls, ceilings around cooking areas.
Tenants should report serious mould issues to agent however minor to mild mould should be swiftly cleaned and monitored by tenants.
Tenants should not smoke within the property.
Tenants should do regular cleaning of the stove & oven prevents damage and the build-up of permanent stains.
Tenants should change light globes or at the least attempt to where within reach and when light globes are a simple change over.
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Ending Your Tenancy & Final Inspection
When it does come time to move on from a property we recommend and appreciate as much notice as possible and of course be aware of your minimum notice requirements dependant on the status of your lease at the time. We can assist with any of those enquiries.
Once we have received a notice to vacate which will need to be in the form of an email or letter, we will confirm receipt of your notice in writing and the letter will detail all of the finalising steps from our need to show the property to prospective new tenants to your final balances and final inspection. This letter will include a standard vacate cleaning checklist and recommended cleaners.
We will endeavour to make the process for ending your tenancy as smooth as possible. We will require your cooperation in terms of access and ensuring the property is returned to us in a state and condition that is reasonably in line with your Ingoing Condition Report and of course we allow for fair wear and tear.
In order to distinguish wear and tear this really does need to be physically inspected at the final inspection and can be assessed based on the age of the fixture, fitting or other and the length of tenancy also comes into consideration. It is best to use your judgement and seek advice if you have concerns pre-vacating.
We believe that our vacating confirmation letter will be informative to the levels of cleaning expected. The ingoing condition report along with photos taken at the time of the report will assist us to make a reasonable assessment.
The Vacating confirmation letter also invites tenants to prearrange a final inspection date and time with the agent. The Residential Tenancies Act recommends that agents and tenants carry out the final inspection together.
Need Further Advice?
If you would like further information regarding your rights and responsibilities as a tenant please visit the Department of Fair trading website where there are multiple guides and fact sheets.
Alternatively, you are welcome to speak to us about your rights and responsibilities.
As the managing agent we are appointed by the owner, this in no way means that we would deny a tenant access to their rights or something as simple as some honest advice as many previous tenants often do call for property related advice.
