Working with your clients - Best practice tips for property managers

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Before a rental agreement is signed

  • Before you agree to manage a property, inspect it for any faults – for example, if a heater or dishwasher is not working properly – and recommend any necessary repairs to the rental provider. If a feature of the property is not working, and it is included as part of the rental agreement, it must be fixed or in working order before the renter moves in.
  • Essential services (that would be urgent repairs) must be working before the renter moves in. View our Repairs in rental properties.
  • Remind your client that a property must meet Minimum standards for rental properties before a renter can occupy it.
  • Be up-front and honest with the rental provider about any problems with their property that may affect your ability to find renters.
  • Tell your client that the property must be advertised or offered at a fixed price, and that you can’t ask for or invite rental bids.

Starting a new rental agreement

Ensure you have up-to-date contact details for the rental provider or their nominated representative, so you can contact them when urgent repairs need to be approved.

Get written authority from the rental provider to spend money on their behalf for urgent and non-urgent repairs, including the amounts they are willing to let you spend. This authority must comply with the Estate Agents Act 1980.

Have an agreed back-up procedure for approving non-urgent repairs if the rental provider or nominated representative cannot be contacted for an extended period of time – for example, if they live overseas, are on holiday or in hospital.

During a rental agreement

  • For repairs and maintenance, only use reliable, competent tradespeople with the appropriate licences or registration. To find qualified tradespeople, visit:
  • Make and keep appointments with renters after they request repairs.
  • Keep the rental provider up to date when you inspect the property. Report on any damage, including wear and tear.
  • Advise the rental provider and renter if a new property manager from your agency is assigned to the property.

Ending a rental agreement

Sometimes a rental agreement will end during a holiday period. If both parties agree, the rental agreement can be extended to cover those days. Otherwise, renters should not have to pay extra rent because you are unavailable to accept the return of keys. If you won't be available, you should make alternative arrangements. These should allow renters to return keys on any day except public holidays. Visit Business Victoria's list of Victorian public holidays.

Related links

View our Agreements and bonds page for property managers.