FAQs - What is Property Management?

Frequently Asked Questions

We have prepared some answers to questions we think you may have. All of our Senior Property Managers have a minimum of 5 years experience in Property Management (residential and commercial).

If you have further questions, please do not hesitate to contact us on 9362 5333.

Residential Owner

Contrary to popular opinion, it’s easy to switch property management companies. All you need to do is fill in a form and we will take care of the rest.

Your choice of property manager shouldn’t be determined by their office location – but rather on their reputation. We are property managers based in Victoria Park but our property managers provide the same high level of professional service to clients in many different metropolitan suburbs, including Joondalup, Ellenbrook, Gosnells and Atwell.

Not everyone has the time, energy and expertise to manage their own property successfully – and that’s why appointing an experienced property manager makes sense. A good property manager will have all the skills and knowledge (particularly with regards to the tenancy laws) necessary to maximise your property’s investment potential.

Our proven screening processes are methodical and extremely thorough. Once a prospective tenant fills in an application form, we review all the information and conduct tenancy and reference checks. We also take the time to personally interview tenants during property viewings.

We aim for the best rent possible, taking into account current local market conditions including supply and demand and the type and condition of the particular property. This is vital if we are to keep vacancy rates as low as possible.

We conduct regular rent reviews to ensure that our rental rates are consistent with market conditions. We always contact clients well ahead of critical dates to establish permission to increase the rent if necessary.

Payment is made by electronic funds transfer (EFT) into your nominated bank account monthly. Payments are accompanied by an email statement detailing all income and expenses for that period.

We have a zero-tolerance approach to rent arrears and have systematic processes in place to rectify the situation as soon as it happens. If a payment is missed, tenants are contacted on the first day that payments are late, and we adhere to a strict legal regime of breach notifications and termination proceedings if payments aren’t brought up to date. We are firm and fair and always aim to minimise any losses to the property owner.

The procedures for maintenance and repairs, including expenditure limits and communication requirements, are established with property owners upfront. We follow a set programme of routine regular inspections which help us to ensure your property is being maintained to an acceptable standard and which help with early identification of any maintenance issues. Our property managers are able to handle all maintenance and repair issues using either our network of trusted service providers or your nominated tradespeople.

At the beginning of every tenancy, a Property Condition Report (PCR) is drawn up which details every aspect of the condition of the property. At the end of the tenancy, the PCR is used to determine whether the property was left in its original condition, less normal wear and tear. Our property managers then use this information to make deductions from the bond and collect further payment for additional damages if necessary

We have built a reputation over 65 years as one of the best property managers in Perth through integrity, professionalism and quality of service – and we place great importance on clear, open and regular communication with our clients. We establish your expectations upfront and you decide how often you would like to be contacted and what mode of contact you prefer. That said, our property managers are proactive and if there’s a situation that needs urgent attention, they will always be in touch with you.

Landlord insurance is not compulsory, but we strongly recommended it. It can protect you against lost rent, malicious or accidental damage to the property or premature termination of the lease and can also include public liability and limited cover for contents. Many providers offer this cover and it is worth investigating several policy options before making a decision. If you would like recommendations on landlord insurance, Time Conti Sheffield is happy to assist.

If you have any questions about any aspect of property management, we will be more than happy to answer them on 08 9362 5333 or via email, cknight@timeconti.com.au. Alternatively, you are welcome to visit our Victoria Park offices to meet some of the best property managers in Perth and talk about how we can make your investment property work for you.

Residential Tenant

The application form is the starting point for any tenancy. Before a person can move into a property, they must fill out our Application/Offer to Lease Residential Premises in full. The more information we can obtain about the applicants the better. Some of the information we require is as follows:
  • Personal information – name, date of birth, phone numbers
  • Employment – current position and employer details
  • Current address and owner/agent details
  • Previous address and owner/agent details
  • Professional references – perhaps a manager or previous manager
  • Personal reference – family friend, colleague
  • Emergency contact and Next of Kin – a friend or family member in Perth
  • 100 points of ID (chart below)
 
Passport or Drivers Licence60 points
Birth Certificate40 Points
Student Photo ID40 Points
Pension/Concession Card (Heath Care Card)40 Points
Medicare/Private Health Care Card25 Points
Other eg: Bank Cards etc25 Points

At the beginning of every tenancy, a Property Condition Report (PCR) is drawn up which details every aspect of the condition of the property. At the end of the tenancy, the PCR is used to determine whether the property was left in its original condition, less normal wear and tear. Our property managers then use this information to make deductions from the bond and collect further payment for additional damages if necessary.

Your Property Manager will advise if you are required to put the electricity and/or gas in your name as some strata properties have the electricity already connected!

  • For electricity, Synergy can be contacted on 13 13 53. You will need to supply your full name, address of the property and when you are moving in.
  • For gas, Alinta Gas can be contacted on 13 13 58. There are other suppliers of Gas in WA if you wish to investigate. If you are living in a complex, Alinta may ask for the meter number which sometimes cannot be provided. They will have to search for the property by address only. Please make sure you give them your full and correct new address.
  • Connecting the Phone – It is the tenant’s responsibility to ensure the phone is connected, if you wish to have this done. The owner makes no representations to the availability of the phone line. You may find it easier to use wireless internet, and mobile phones.

Unless you have sought permission from the agent, pets are not permitted at the property. If pets have been approved, they will be noted on both your application form and lease agreement. A pet bond is also payable of $260.00. Small fish tanks are generally allowable but larger tanks or aquariums will need to have permission sought from the owner. Small birds may be allowed however noise levels need to be taken into consideration if your property is in a complex or close to neighbours.

Once a tenancy has commenced our preferred option for rent payments is BPAY. Your unique reference number will have been given to you upon signing of the lease.

Alternatively, you can post or drop in a money order or cheque to our office.

We do not accept cash over the counter except for your initial payment of rent and bond.

If you have any further queries, please do not hesitate to contact your property manager.

If you decide to terminate your lease agreement early, you need to contact your Property Manager. There are two options in breaking your lease, paying out the remaining term of your agreement or; continue paying rent until the property is re-leased, however you will also need to pay all advertising costs and re-letting expenses to the owner.

We will of course try our best to lessen your fees, however breaking a lease can be quite expensive and is not recommended.

Your first inspection will be carried out approximately after the first six weeks after the commencement of your tenancy. Thereafter, inspections will usually occur on a quarterly basis. You will receive notice of these inspections in writing within 7-10 days prior to the scheduled inspection. You are not required to be at these inspections as the inspections are held within business hours. If we cannot gain access to your property, we will advise you accordingly and will arrange a further appointment.

Any concerns or problems with a routine inspection can be discussed with the Property Manager. We will try our best to accommodate any special requests.

If tenants are unsure about the standard of cleanliness required, we will give you tips to improve. We can also help with suggestions or recommending cleaners or carpet cleaners.

On a periodic (month by month) lease, a minimum of 21 days written notice to vacate is required. On a fixed term lease, a minimum of 30 days’ notice is required prior to your lease expiry if you intend vacating the property at the end of your lease.

When you first give notice, you will be sent a letter confirming your vacate date and all responsibilities you have. Tenants are also provided with a cleaning guide and vacating checklist as a final reminder which can be very helpful.

All keys/remotes/swipe cards etc need to be returned on or before your vacate date, plus any copies you may have obtained during the tenancy. If keys are returned late, rent will be charged for this time. If keys are lost, rent will be charged until the locks have been changed and new keys returned to our office.

Bond monies are not released until the final inspection has taken place and all items that require attention have been completed.

If there is any work that needs to be done, this may be deducted from your bond if you do not assist the Property Manager with the required rectification that is advised to you.

Carpets need to be professionally cleaned by a reputable company and a receipt to be provided. If this is not done, or you don’t have time, we can arrange this for you and have the cost come from the bond.

Gardens need to be in a healthy neat condition, free of rubbish or debris. Please read our “Protect Your Bond” article on our blog.

Commercial Owner

Firstly, and most importantly check your current Management Authority to ensure you are not locked into a contract. Also check the number of days’ notice you need to give to your current agent.

Then it’s easy – sign up with us, give your current agent the required notice and we will handle everything from that point onwards.

Commercial tenants pay their rent monthly and usually it is payable on the 1st of each month. Given this usually we do owner payouts mid-month and end month. We can tailor this to suit your needs.

The way in which late rent is handled is set out in the Commercial Lease however initially we would contact them to find out if there is a problem and when payment could be expected.

If this doesn’t yield a satisfactory answer, then we would issue a default notice giving them 7 days to pay.

During this time, we would be in contact with you to seek instructions and ensure you remain in the loop.

If the rent is still not paid after the default notice expires then the tenant faces the real possibility of being locked out of the premises.

This is usually discussed with the owner at the commencement of the Management so that the VO’s are collected in a way that is suitable to the owner. Generally speaking there are 2 ways – on demand, that is as each invoice comes in the tenant is invoiced in full. The other way is for a budget of the Outgoings to be done for a 12-month period and the tenant to be invoiced 1/12 monthly. The budgeted figure is then reconciled to the actuals once a year. This is done on financial year basis.

This is usually discussed with the owner at the commencement of the Management so that the VO’s are collected in a way that is suitable to the owner. Generally speaking there are 2 ways – on demand, that is as each invoice comes in the tenant is invoiced in full. The other way is for a budget of the Outgoings to be done for a 12-month period and the tenant to be invoiced 1/12 monthly. The budgeted figure is then reconciled to the actuals once a year. This is usually done on financial year basis.

Rent reviews are conducted in accordance with your lease. Most Leases allow for a rent review to be completed on each anniversary of the lease commencement date. The method of review varies from lease to lease but the most common are CPI, fixed percentage and market. Once the review has been completed, we will contact you to confirm the new rental amount.

Some maintenance is the responsibility of the tenant. They will usually contact us to arrange and we will add it to their Variable Outgoing reconciliation or invoice them on demand. If the maintenance is not the responsibility of the tenant, then we will contact you to seek instructions before going ahead.

Commercial Tenant

Generally speaking yes, a bond of 3 months rent and outgoings is required. However, this can be negotiated at the commencement of the lease. The bond can also be a cash bond or a bank guarantee.

Once a tenancy has commenced our preferred option for rent payments is BPAY. Your unique reference number will have been given to you upon signing of the lease.

Alternatively, you can post or drop in a money order or cheque to our office.

A solicitor’s lease is preferable, and the cost is paid by you the tenant. The only time this isn’t applicable is in a retail lease – under a retail lease the costs for lease preparation are paid by the owner. A lease drawn up by a solicitor better protects you and the owner in the event of a dispute.

You will need to contact your Commercial Property Manager as soon as possible to organise for the owner to approve an Assignment of Lease document. It would be usual for you to assign your lease to the purchaser with the owner’s permission. In some instances, if the lease is nearing its end the purchaser may wish for the Assignment to become an Assignment and Variation to extend the lease.

Yes, we do inspections on commercial properties every 6 months. We will arrange a time that is suitable to you and your business to conduct the inspection. This is an opportunity to have a chat with your Commercial Property Manager about any queries you may have. Photos will be taken of the premises to attach to the inspection for the owner.

This is usually negotiated at the commencement of the lease but would generally be every 12 months. The lease will stipulate the type of rent review (market, fixed percentage or CPI) and you will be given notice of the review and amended rent amount.

Once you have vacated the premises and returned the keys your Property Manager will arrange to do a final inspection. The commercial lease stipulates the makegood required but in general this would be removing all of your equipment and signage and repainting the premises. Once the premises have been restored to their original condition the Property Manager will authorise the release of your bond or bank guarantee.

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