Landlord Information

Your Property

• PROPERTY REPORTS

  • At the start of each tenancy a Residential Tenancy Agreement is drawn up as confirmation of the terms and conditions that have been discussed with you as the landlord and signed by the tenant and us as the agent.
  • At  the start of each tenancy an ingoing condition report is completed and photos taken by us as the agent and also the tenant to confirm the condition of the property.
  • At the end of each tenancy a final outgoing inspection report is conducted and photos taken to compare the condition of the premises at the end of the tenancy with that at the beginning.
  • During the tenancy we are legally allowed to carry out four routine inspections at the property per year.  We carry out an inspection once every four months leaving one inspection open for the landlord to carry out an inspection.  However if you prefer we can conduct all four inspections during the year.
  • These routine inspection reports will provide you with vital information such as the standard of the tenants care, any maintenance issues and our opinion of the current market rent applicable to your investment property.

  REPAIRS & MAINTENANCE

  • You will be notified of any repairs and maintenance work that may be necessary prior to this work being undertaken (please note that any urgent repairs will be undertaken immediately).  2 x quotes only will be obtained for all major work.
  • Prompt attention to maintenance will benefit you in the following ways.
  • Low cost maintenance (jobs are not left to become big / expensive jobs).
  • Happy tenants (long interrupted tenancies mean constant income return on investment).
  • A well-maintained property would obtain a higher rent than a poorly maintained property.
  • You can relax knowing that your property is well looked after.
  • All repairs and maintenance jobs are carried out by qualified and licensed tradespeople.
  • All repairs are checked to ensure their cause is wear and tear rather than carelessness or neglect.

  INSURANCE

  You will be provided with information regarding innovative insurance that covers the many different yet vital areas of insurance cover that are recommended for any serious investor.

  
  

Your Tenants

• The selection of and on-going relationship with your tenants is of vital importance to successful property management.  Tenants with high credentials living in your property will give you peace of mind along with the best possible return on your investment.  The selection of such tenants involves the following processes.

  WIDE SPREAD MARKETING
  It is a well-known fact that the further your advertising message reaches the more interest it will attract.  This knowledge is reflected in our advertising campaign that allows for the vital opportunity to select the best possible tenants for your property.

  • Media advertising in The Newcastle Weekly Magazine
  • Signboard outside of the property
  • Properties for lease brochure in our office
  • Digital photos and full detailed description of the property
  • Worldwide website and Internet listings @
  • www.dowlingcessnock.com.au
  • www.domain.com.au
  • www.realestate.com.au
  • www.ABCRealestate.com.au
  • www.Agentpoint.com.au
  • www.allhomes.com.au
  • www.HomeHound.com.au
  • www.Homely.com.au

  In addition Dowling Real Estate Cessnock attracts many enquiries through the Yellow/White Pages as well as our in-office tenant database and our contacts in local organisations, multi-national companies and relocation consultants.

  PROPERTY VIEWINGS
  All prospective tenants are required to view the property with an agent either at a personal or open house viewing.  During such viewings our agents take special note of the prospects comments and behaviour in your home as this is a vital part of our tenant profiling.

  TENANT SELECTION
  Our system for processing tenancy applications includes obtaining adequate proof of identity via our 100-point check and thorough reference checks on employment, tenancy history and personal character.  This system helps determine stable employment, ability to afford rental payments, excellent history of previous tenancies as well as the proven ability to maintain and care for your property.

  You are also provided with the extra benefit of knowing that all prospective tenants are screened through the Tenancy Information Centre Australia (TICA).  TICA provides history details on rent owing, malicious damage, poor inspection or garden maintenance reports and unauthorised pets.

  DISPUTES WITH TENANTS
  Disputes between Landlords and Tenants are not uncommon but when handled with professionalism and diplomacy most can be resolved quickly and efficiently.

  Most disputes arise over rental increases, repairs and rental bond payments/claims.  If a situation does arise the Property Manager acts as the negotiator in discussions between the Landlord and the Tenant.  If all avenues are exhausted and the parties have not been able to reach an agreement it may be necessary to apply to the NSW Civil & Administrative Tribunal.  The NSW Civil & Administrative Tribunal is an independent third party that will hear the dispute and make a decision on the matter.

  As your Agent we can represent you at the hearing preparing the case from beginning to end.  Preparation may include obtaining quotes, taking photos of the property or researching the rental market for comparisons.  The findings of the NSW Civil & Administrative Tribunal are final.

  Please note if we are the applicants to the NSW Civil & Administrative Tribunal there is an application fee and representation fee.

  TERMINATION OF TENANTS
  Due to our daily arrears monitoring and subsequent communication with tenants we are well aware of those tenants who are facing trouble with their rental payments.  If the tenant becomes 14 days in arrears we will issue a Notice of Termination and also inform you as the Landlord that this notice has been issued.

  By giving defaulting tenants the incentive of not listing them with TICA we try to encourage the tenant to settle the outstanding amounts immediately and in full.  We always aim that at the end of a tenancy the bond is kept for any repairs and maintenance needed and not for rental arrears.

  We keep in constant touch with the tenants who have been issued termination notices and monitor the property closely.  We appreciate the risk involved with tenants skipping out on their responsibilities and this close attention ensures our Landlord's interests are kept intact.

  WATER USAGE
  The tenants are responsible for the water usage portion of the account for the property if the property has been made water efficient.  When we receive the account we invoice the tenant explaining their portion of the bill and payment details.

   

  
  

Your Financial Return

• We aim to maximise your financial return by giving careful attention to the following issues.

  RENTAL VALUE

  In order to obtain optimum financial return from your investment property we will conduct a comparative market analysis to establish the current market rent applicable for your property.  A review will then be conducted on a regular basis to ensure the ongoing growth and stability of your investment property.

  RENTAL BOND

  A rental bond is paid at the beginning of each tenancy and is equivalent to four weeks rent or six weeks if the property is fully furnished (being the maximum allowed under the Residential Tenancies Act).

  COLLECTION AND CONTROL OF RENTAL MONIES

  Your tenants will be supplied with a rent card so that they are able to make rent payments at any branch of the Newcastle Permanent Building Society.  Some tenants may also decide to have their rent payments directly debited from their pay accounts each week, pay by direct deposit or have their rent deducted from Centrelink payments.

  These rental payments are required to be paid in advance and are carefully monitored with any arrears being followed up diligently and without delay.

  RENT REVIEWS AND INCREASES

  Rental reviews are undertaken on an annual basis and are based on comparative rentals, current market demand and the general condition of the property.

  A continuing tenancy at a fair market rent will achieve a far better return for an investor then a series of tenants at the highest possible rent.

  ACCOUNT PAYMENT SERVICE

  Dowling Real Estate Cessnock can pay all of your outgoing expenses that relate to your investment property.  This includes Council Rates, Water Rates, Strata Levies, repair and maintenance accounts, Landlord Protection Insurance and any other expenses that may arise.

  Any such payments will be clearly noted on the corresponding mid/end of month statement along with the original account.

  MONTHLY STATEMENTS

  End of month accounts are processed on the last working business day of the month.  All statements will be mailed/emailed out to you along with any original invoices that have been disbursed from your account for the month.

  If you are going to be receiving a mid & end of month payment your money will be disbursed on the second Friday of the month except if it is a five week month then it will be disbursed on the third Friday of the month and then you will receive a payment on the last working business day of the month.

  Your statement will provide you with details such as the full amount of rent received, the tenants current “paid to” dates, disbursements, management fees and any additional income or outgoings during that month.

  All funds are electronically transferred into your nominated bank account each month or if you prefer you can receive your payment by cheque.

  END OF FINANCIAL YEAR STATEMENTS

  You will receive at the end of each financial year a full report of all income and outgoings in relation to your investment property.  This report will be of great assistance when declaring your rental income and expenditure for taxation purposes.

   

  
  

Preparing your property for rental

• REQUIREMENTS FOR THE AGENT

  Appointment - Return the signed Managing Agency Agreement, Landlord Information Form and Direct Deposit Form.

  Insurance Details - Provide copies of all Insurance Policies valid for the property.

  Warranties - Provide copies of all warranties still valid for appliances in the property.

  Keys - Provide 3 full sets of keys for the property and any remote controls.

  LANDLORD'S REQUIREMENTS

  Insurance - Ensure that full coverage is in place for the Building, Contents and Tenancy Protection.

  Electricity/Gas/Phone - Ensure these are disconnected from your name.

  Water - Property is to be water efficient as per Department of Fair Trading specifications.

  Relevant Authorities - Advise change of address and phone numbers.

  Mail - Arrange for a mail redirection with Australia Post.

  Pest Control - Arrange for a pest spray for the property.

  Carpets - Organise for all carpets to be professionally cleaned.

  PREPERATION FOR THE TENANT

  This list is beneficial when preparing your rental property for tenancy.  If you have any further questions about specific items on the list please ask one of our Property Management Team for advice.

  Smoke Detectors - These must be installed in the property as per the legislation. Dowling Real Estate Cessnock can arrange for our company Smoke Alarms Australia to install the smoke alarms and maintain them on a continuous basis.
  Electrical Safety Switch - We recommend installation and if already installed is it operational.
  Appliances - Check that they are clean and in good working order.
  Remote Controls - Air conditioner, garage, security system etc are in good working order.
  Pest Spray - Inside and outside - provide a copy of the receipt to keep on file.
  Light Fittings - Ensure they are clean and lightglobes are in working order.
  Hot Water System - Check pressure relief valves for leaks.
  Switches/Power Points - Check that there is no damage to these fittings.
  Stove - Hotplates, oven, grill and drip trays are clean (including external & behind) and in good working order.
  Range Hood - Filters are clean and free of grease.
  Ceiling Fans - Clean, dust free and in good working order.
  Air Conditioner - Filters and system clean and in good working order.
  Toilet Cistern - Check valves and washers.
  Taps - Check for leaks and replace washers if necessary.  Make sure they meet water efficiency standards.
  Garbage Disposal Unit - Clean and in good working order.
  Carpets - Professionally cleaned and provide copy of receipt to keep on file.
  Curtains/Blinds - Clean and in good repair, safety devices to be installed.
  Cupboards/Drawers - Interiors and exteriors cleaned and emptied.
  Walls/Doors/Ceilings - Clean and free of cobwebs.
  Windows/Screens/Sills/Tracks - Clean and free of dust and replace any damaged mesh.
  Floors/Skirtings - Clean and dust free.
  Bath/Shower/Basin/Vanities etc. - Clean, no mould or soap scum, check and repair any cracks in tiles or shower screens.
  Exhaust Fans - Clean and dust free.
  Garden Beds/Paving - Remove weeds, mulch, and trees to be trimmed back and ensure no branches are hanging over gutters.
  Lawns - Mowed and trimmed.
  Driveways - Grease and oil stains removed.
  Rubbish - Remove from in, under and around the property.
  Pipes/Drains - Free from blockages.
  Gutters/Downpipes - Clean out litter, leaves etc.
  Pool Fencing - Complies with Local Government requirements - Certificate of Compliance.
  Pool - Cleaned, balanced and a copy of an analysis report provided to Property Manager to keep on file. Organise for regular service by Pool Company. Resuscitation Safety First signs displayed.
  Garbage Bins - Emptied and clean, 1 x normal rubbish and 1 x recycle.

  
  

Your Agent

• AGENCY OVERVIEW

  The team at Dowling Cessnock have extensive experience over many years covering all facets of real estate from Sales and Property Management in residential, rural and commercial properties to Rental & Sales Administration experience aiming to extend the service to our valued clients. Dowling Cessnock strive to create the most user friendly services with todays expensive Internet and various advertising along with the highest quality of service and integrity.

  THE PROPERTY MANAGEMENT TEAM

  Rebecca Bender - Senior Property Manager & Licensed Real Estate Agent

  Lauren Dover - Property Manager

  Sarah Cardow - Administration Support

  We are fortunate enough to be in a position where we have excellent administration support therefore allowing our Property Managers to be “hands on”.

  The questions our Landlords really need to ask themselves are would you prefer a Property Management Team who are chained to their desks or a Property Management Team who are free to be out of the office actively monitoring your investment property.

  Obviously there is a distinct advantage for our Landlords in having our Property Management Team out of the office inspecting your property, chasing rental arrears and monitoring maintenance issues.  There is no use employing a Property Management Team who are too busy with paperwork to thoroughly look after your best interests.

  OUR SERVICE TO YOU

  We are confident that we are the best people to manage your investment property and we believe that you will be happy with our service.

  The staff from the Property Management Team look forward to providing you with 100% loyalty and commitment towards the smooth running of your investment property.