Working with your clients - good practice tips for property managers

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See new temporary renting rules at Coronavirus (COVID-19) Victoria.

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 Repairs and maintenance.
  • 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.

Ending a lease

Sometimes a tenancy agreement will end during a holiday period. If both parties agree, the lease can be extended to cover those days. Otherwise, tenants 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 tenants to return keys on any day except public holidays. Visit Business Victoria's list of Victorian public holidays.