Landlord Information

Property Management


Document Preparation


We handle all the necessary paperwork and pre rental logistics to ensure new tenants make a smooth transition into your property. We prepare REIV approved lease documents along with our own special clauses for your protection. Prior to the lease expiring (usually a six or 12 month term), we make contact with you to discuss whether a new Lease is negotiated or continued on a month-to month tenancy.


Income Statements


Rental payments are made by tenants on a fortnightly basis, with monies electronically deposited into your nominated account on either or both the 1st and 15th business day of each month. Your detailed income statement will be forwarded to you each time funds are disbursed to you along with copies of any invoices we have paid on your behalf. We can endeavour to make arrangements in special circumstances for earlier rental payments if necessary. We also prepare end of financial year statements to assist at tax time.


Repairs & Maintenance


We listen to how you would like us to manage your property and arrange maintenance accordingly. If the repair is classed as urgent then action must be taken immediately to the limit of $1800 as required by law. Should such a situation arise we will make all reasonable attempts to contact you – remembering our office is open 7 days a week. However, if we cannot, we will arrange necessary repairs up to this cost limit. We have a large pool of highly skilled and fully licensed, reliable tradespeople who can get the job done and at the right price. Alternately we are happy to use your tradespeople contacts if you require.


Accounts & Outgoings


To save you time and inconvenience, you can arrange for our office to pay outgoings on your behalf from your rental income. Such examples include City of Ballarat rates, Central Highlands Water, Owners Corporation fees, insurance premiums and any other property related charges.


Entry Condition Reports


Prior to a tenant moving into your property, we complete a carefully detailed written and photographic report. Tenants are then required to complete an entry condition report within three days of moving into the premises. At the end of the tenancy these documents help to ensure the property is in the same condition from the commencement of the tenancy.


Maximising Income


Our state-of-the-art property management software means your property is reviewed on a regular basis. Regular rental reviews are carried out to ensure you are receiving the maximum return on your investment. Each time we conduct a market review we will endeavour to contact you for your instructions prior to increasing the rental. The high quality of our property management team means that many of our tenants remain in the property beyond the initial term, helping our Landlords minimise any vacancy periods and maintain their rental income.


Arrears – Zero Tolerance


On time payment processes start with tenant selection. In the unlikely situation that a tenant’s rent is late, we know about it the same day as part of our daily arrears management system. Prompt action then follows in accordance with the legislation keeping you informed throughout the process. We will endeavour to seek your instructions once a tenant is 14 days in arrears. It is at this time a Notice to Vacate can be issued. Our process for selecting tenants helps eliminate possible issues with late payments.


Routine Inspections – Smartphones & Tablets


Our routine inspections are carried out approximately three months into each new tenancy and then every six months thereafter to ensure that the property is being maintained in optimum condition. Advances in technology continually affect our business and we realise the importance of keeping up to date with systems that will improve service to our clients. Our property managers are equipped with state-of-the-art inspection software, utilising tablets and smartphones so you receive written reports and photographs and can see with your own eyes the condition of your valued investment.


Legislation & Smoke Alarms


Managing residential property requires expert knowledge of all relevant legislation to protect you and your investment. In those rare occasional disputes we are well trained to act between you and the tenant – remembering we are on your side. Our aim is to focus on the prevention of such disputes with effective management and regular contact. As your managing agent, we are able to represent you at Victorian Civil and Administrative Tribunals on your behalf if required.


We offer our Landlords the option of annual smoke alarms servicing and engage a specialist company that is the only preferred firm by the REIV to undertake such testing. In addition should your property have gas heating we can engage for carbon monoxide testing. We were one of the first agents in Ballarat to offer this service to ensure the full protection of your property and its occupants.