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Property Management Services


Choosing a Property Manager


When it comes to choosing a property manager, often the easiest place to start looking is with friends and family. Ask people you know who have bought, sold and leased property for their suggestions and comments about local agents. For a lot of people, the ‘bottom line’ when appointing an agent to represent you is always the agent’s estimate of the property’s rental value. Keep in mind that it is important that this figure be realistic and achievable in the particular market time. But this in not the only fact to consider, we believe there’s more to making your selection. At Harcourts Ballarat our property managers will provide you with relevant and accurate information and make recommendations about all issues that should be considered when leasing a property. The role of the individual agent is critical: while you are in fact looking to engage a company to let your home, you must feel confident and comfortable about working with this person throughout the leasing process. 


The Harcourts Advantage


The experienced team of professionals at Harcourts Ballarat are selected carefully for their skills, knowledge and ongoing desire to provide a client service second to none. Our key team members are all REIV members. Our service is comprehensive, and includes the benefits of regular contact along with property presentation advice, and in-depth knowledge of the areas in which we operate. The Harcourts Network works closely as a team of dedicated professionals offering an outstanding range of services to clients who prefer to deal with an agency that consistently achieves exceptional results. Harcourts Ballarat has a proud record of success and this is due in no small part to the fact that we provide our clients with a level of service that ensures that their property is not just managed – it is managed to maximise profit.



Leasing your property


We do not hand out keys to prospective tenants; all inspections are by appointment only. We always conduct an entry condition report, allowing us to know exactly what condition of the property was at the start of the tenancy. Selecting a suitable tenant to occupy your property is the most important step in the rental procedure. It is better to have a property vacant than to enter into a tenancy agreement with a tenant who does not meet our stringent criteria of suitability. There are many advantages in having Harcourts Ballarat find a tenant for you.

- We have a large number of prospective tenants pass through our doors every week
- Listing of the property on key websites
- Your property is placed on a regularly updated rental list
- The use of nationwide tenant checks
- The use of a professional service to get the best tenants


Our rental applications require several checks on tenants, including an Australia wide rental checking databases, only available to agents. These checks assist us   in locating the most suitable tenant by eliminating tenants who have defaulted in the past. 


The Lease


Once a tenant has been selected, we prepare the paperwork. Every document we have a tenant complete, provides the landlord with added security and ensures the tenants are fully aware of their responsibilities.We must meet a number of legal obligations under the Residential TenanciesAct 1997, and so must your tenants. Most of these are detailed in the leaseagreement. All parties involved keep a copy of the original lease, the tenant,landlord and the property managers. This binds the parties to the agreementfor a specified period and sometimes beyond the term of the lease.


Property Condition


The Act ensures that both parties have their interests protected in regards to the condition of the property. We complete a condition report detailing the condition of the property upon entry, and the tenants also add comment to this. This report can be used as evidence should any dispute arise regarding the condition of the property.




The Bond


The bond is a security payment paid by the tenants and held by the Residential Tenancies Bond Authority until the tenancy comes to an end. This is usually equal to one months rent, and is used to secure the property and lease agreement. If warranted, the landlord may apply to the Victorian Civil and Administrative Tribunal (VCAT) to claim all or part of the bond.



Maintaining your investment

At Harcourts Ballarat we believe all maintenance issues should be dealt with immediately in order to maintain your valuable asset and prevent further costly maintenance issues. We will always endeavour to contact you regarding maintenance issues. If in the event of an urgent repair and we are unable to contact you, we will refer to your Owners Instruction Form to ensure that these matters are handled as per your requirements and that your preferred tradesman are used. Internal inspections are also used to identify maintenance issues early, before they become costly maintenance repairs. By identifying these problems during these inspections, we can often have the matter attended to before the problem worsens and the repairs become costly.





We ensure the utmost care when choosing tradespeople to carry out repairs on your property. Harcourts Ballarat has compiled a register of quality tradespeople, who provide prompt service at competitive prices. All tradespeople are required to have insurance.


Ongoing Management

24 hour Contact


The property manager acting on behalf of the landlord must provide the tenant with full agent contact details, and we are available in the case of emergencies 24 hours a day. The landlord agrees in writing when completing the management authority to the terms under which the property manager is able to deal with urgent repairs without obtaining the landlord’s authority; however we always endeavour to contact the landlord prior to making arrangements. The Act is very clear about what constitutes urgent repairs.



Inspections & Entering the Property


Regular inspections of your property are vital to ensure that the tenants are taking care of the property and to ensure that there are no maintenance issues going unnoticed that may result in costly repairs. The landlord, property manager and tenant all have rights and responsibilities with regard to entering the property. When a time is agreed upon, the tenant must oblige at that time. In some circumstances, only 24 hours written notice is required. At Harcourts Ballarat we conduct internal inspections after the first three months of the tenancy, then every six months. The inspection report that we complete is a comprehensive report which we hold on file here and we then write to you advising of the outcome of the inspection. Another benefit of conducting regular inspections is that during the inspection we evaluate the rental figure. We compare the property to similar properties we have successfully leased over the past few weeks and current market conditions to ensure you are receiving the best return possible on your valuable investment.



Ending a tenancy


When the tenants decide to move:


When a tenant informs our office that they will be vacating, we take immediate action to relet the property. We arrange a pre-vacating inspection with the tenants within days of them giving notice to vacate. This inspection allows us to ensure the vacating tenant leaves the property in excellent condition. The inspection is also the ideal time for tenants to discuss the vacating procedure. During this inspection we inform the tenants of our requirements in relation to condition and cleanliness.


Giving Notice:


Specific minimum notice is required from both landlords and tenants wishing to end the tenancy, depending on the circumstances of the termination. Your property manager is able to give expert advice regarding this.


The Final Inspection:


Once the tenant has vacated the property and returned the keys to our office, we conduct a final inspection to assess the condition of the property. Using the original condition report as a reference, the property manager and landlord must be satisfied the property has been left in a similar state to that when let.



Retrieving the bond


If both the landlord (Agent) and the tenant agree on distribution of funds from the bond, then they both sign the Bond Claim form. The landlord, through their Property Manager, may claim compensation for damage caused by tenants or their visitors, professional cleaning if the property is not left suitably clean, loss of goods and unpaid rent. The landlord may not claim costs due to fair wear and tear. Any dispute is advised to be resolved through the property manager, who is skilled in negotiation and dispute resolution, before involving external authorities. If no agreement is reached an application can be made to the Victorian Civil and Administrative Tribunal (VCAT) on your behalf.


Goods abandoned by the tenants:


In the scenario that tenants leave behind some of their belongings, there is a strict procedure to follow that is set out in law. In general, every attempt must be made to return these goods to the tenant within the stipulated time frames, and they may not be held in lieu of unpaid rent or compensation. Your property manager will be able to manager this process and provide advice.


What leases well?


The characteristics of a great rental property vary greatly from those of a property that you may buy to live in yourself. The greater the quality and appeal of a property, the higher the rent achievable for it. Tenants also treat these properties with greater respect.




Features of a great rental property


- Low maintenance yards and gardens
- Great location
- Updated or new kitchen and bathroom
- Adequate garaging and/or shedding
- Immaculate presentation
- Security shutters and doors
- Air conditioning, if the house heats up in warm weather
- Adequate heating for all rooms


Presenting your property for better tenants


Why can two properties that seem almost the same on paper, lease for vastly different prices? Quite often it simply comes down to a matter of presentation. As owners, we become so familiar with detracting elements in our property, such as pet odour or a particular furniture arrangement, that we overlook their impact on a tenant inspecting it for the first time.


See your property through a tenant’s eyes


Stand in the street outside your property & try to imagine seeing it for the first time – as though you were a potential tenant. Most tenants will see your property for the first time from that same vantage point as they drive or walk past. Remember – first impressions last. The best tenants are attracted by quality, and these are the tenants that we want for your investment.




Creating Space, Atmosphere & Ambience


It is very important to make each room appear as spacious as possible; often we accumulate possessions which tend to give the property a cluttered appearance & make it look less spacious. Remove unnecessary items to accentuate the spaciousness, without leaving the rooms looking sparse. Opening the curtains & blinds to allow as much natural light as possible will brighten up the property & again help accentuate the feeling of spaciousness. Each property in the rental market is in competition for tenants with others in the same price range & location. An attractive presentation & atmosphere will tip the scales in your favour & create increased competition for your property, resulting in a high quality tenant.

What expenses do the tenants cover?


- Rental payments, usually in advance
- Water bills (if separately metered)
- Electricity, gas and telephone
- Utility connection fees
- Cleaning costs on vacating
- Break lease fees if applicable
- Any repairs for which they are liable
- Any other expenses stipulated in the lease agreement


What expenses do I cover?


- Maintenance and repairs
- Initial utility connection or installation costs
- Council rates
- Body Corporate fees (if applicable)
- Other items if agreed to in the lease agreement, such as a gardener


Other Information


The Residential Tenancies Act 1997 governs property management in this state, and this is enforced by the Department of Justice. All Landlords, Tenants and Property Managers must adhere to the Act. The Renting – Statements of Rights & Duties guide is a useful publication to read, as it stipulates each party’s obligation. More information can be gained by contacting the Real Estate Institute of Victoria, Consumer Affairs or speaking with your property manager. We’re more than happy to help!



What Is Your Rental Property Worth?