- 1. Advise
- 2. Record
- 3. Collaborate
- 4. Hear
Sharing clear information and instructions with your tenant can help avoid issues and minimise the impact of problems that arise.
- Highlight key terms and obligations in their contract so their responsibilities towards the property are clear.
- Advise them to get in touch ASAP in the event of any problems and make sure they have contact details for any resources you use.
- Provide them with the Prescribed Information, our terms and conditions, and a copy of the inventory you agreed upon at the check-in.
- Give them a copy of our guide for tenants to help pre-empt any questions they may have about their tenancy deposit.
Keeping detailed records gives you and your tenant the evidence to help you agree on deposit repayment at the end of the tenancy.
- Complete the check-in report and inventory in the company of the tenant if possible. Note the condition of all furnishings, fixtures, décor and the property itself. Be consistent and descriptive when recording each room and the condition and age of contents. Be sure to mention if an item is brand new. Take date stamped photos and video.
- Conduct mid-term inspections if possible. They’re an opportunity to check the current state of the property, both against the inventory and for repairs due to natural wear and tear. If you identify any changes, make sure you record them.
- Keep a record of any communication, including emails, texts and letters regarding any unexpected damages or broken items. Share a written or email summary of the situation and resolution with the tenant, and keep copies of all related bills, invoices and other documents.
When you collaborate with your tenant you’re more likely to have a good relationship and a better end to the tenancy when the time comes.
- Invite your tenant to the check-in and check-out to discuss and agree on any discrepancies.
- Discuss repairs or improvements at the mid-tenancy review and ask if there are any issues. They live in the property day-to-day and can help ensure your property is well maintained, and your investment is protected.
- Normal wear and tear can be expected throughout the tenancy. When your tenant is moving out, work together to determine what’s reasonable and acceptable to all for any claims.
- If there are any tenant changes during the tenancy, review and update the original check-in report. Those staying in the property, as well as those transferring in, won’t want to be responsible for any claims arising from an outgoing tenant.
Good communication isn’t just about talking, it requires listening skills too.
- Listen to any concerns your tenant raises, hear what they have to say, and acknowledge their point of view. Dialogue requires two people talking and listening, and you may hear something that’s to your benefit.
- Answer any concerns in a reasoned and fair way that shows you’ve heard them, even if you disagree with their position. A reasoned response is more likely to be accepted than casual dismissal.