Working with your clients - good practice tips for property managers

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Before a lease 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 landlord. If a feature of the property is not working, and it is included as part of the tenancy agreement, it must be fixed or in working order before the tenant moves in.
  • Essential services (that would be urgent repairs) must be working before the tenant moves in. View our Repairs and maintenance page.
  • Be up-front and honest with the landlord about any problems with their property that may affect your ability to find tenants.

Starting a new lease

  • Ensure you have up-to-date contact details for the landlord or their nominated representative, so you can contact them when urgent repairs need to be approved.
  • Get written authority from the landlord 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 landlord 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 lease

  • 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 tenants after they request repairs.
  • Keep the landlord up to date when you inspect the property. Report on any damage, including wear and tear.
  • Advise the landlord and tenant if a new property manager from your agency is assigned to the property.

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