Purpose
This procedure contains the necessary steps for listing a rental property.

Procedure

•	A call comes in from prospective landlord.
•	Record details on the  Our Company listing form which is in the black stacking shelves on Joy’s desk.
•	Schedule an appointment if required.
•	If no appointment scheduled, enter the contact on system under “contacts”. See instructions below. Put the form in the market appraisals folder on the shelves in Rental Department office in the relevant month.
•	If no appointment scheduled you may have advised the prospective landlord that you will send them an information folder. If so, send it in the post that day. They are on the shelves above Joy’s work station.
•	Do a covering letter ensuring that you provide contact details for follow.
•	If you are going to the appointment that day or the next.  Take the information pack with you and refer to it during the listing presentation. 
•	Call the day of the appointment to confirm details.

Taking Enquiries:
When taking enquiries from prospective landlords, we need to get as much information about them and their property as possible and endeavour to make a time to see them and the property.  I like to say that “ it is always best to be standing in your property” in order to have a true market appraisal.  Keep a copy of the information taken down in the Market appraisal folder on the selves in the Rental Department.

At the Listing Appointment:

When you reach the appointment, introduce yourself and offer the prospective landlord the option:  Would you like to sit down and have a chat, or would you prefer to show me your home first?

During the Presentation:

In no particular order here are some thoughts on what to do during a listing presentation:

•	You will have established during the initial call how quickly the client wants to act. If it is immediate, ie: in the next 8 weeks, you need to go through our entire speel.  I t is important during the initial phone call to establish if both/all owners where applicable will be there. This will help as you can do the speel to both/all owners and not have the situation where you have spoken to one, but the other party is the dominant decision maker and may decide against you based on fees, perception or whatever.  Having the chance to meet with all owners where applicable helps close the deal, as you can establish rapport and win their confidence together.

•	If you are only able to have one party of a couple there for example, give them a little taste of what we do, outline the basics and leave them with the statement of services for Our Company, basic package.  Indicate to them that we do have other packages ( once designed) and that when both parties are there you will outline all three.

•	The same principle applies if you have established that the client is not ready to make decisions yet, ie; they are just toying with the idea of renting out or weighing up their options to rent/sell etc. Hold some information back so that you have a reason to go back and see them closer to the time when they are ready to make a decision to proceed.

•	Develop rapport with the clients. Ask them questions about the property,particularly if they live there at the time. For example: how long have you lived here, what was it that you loved about the house when you first brought it ( this will give you an idea of what to promote in the advertisement assuming it’s a positive point i.e parklands at rear or something like that)

•	Ask questions as you are been shown around – how old is the house, are  you planning to leave the curtains/light fittings at the property, is the spa bath operational, is the dishwasher operational/staying?

•	Always go outside and have a look, as well as in the garage where applicable – you may find extra thins that are a plus – such as underhouse storage, garden shed, workshop, play equipment. Always clarify what stays and what goes in this regard. For instance: “Is the swing set staying, is the under house storage available for the tenant to use?”.

•	Once you have seen through the property, try and sit somewhere that is reasonably quiet(ie away from the TV if they have it on) so that you can give a the client some information about us and they can concentrate on what you are saying. If they have small children, chat with them and try and be aware that the parents will be distracted by them from time to time.

•	Talk about our leasing process – how important it is to find the RIGHT tenant, not just the first one that comes along, how our view is to consider if the tenant was applying to rent our own home, would we rent it to them?  If the answer is no, then we would  not recommend them to the landlord.

•	Go through the listing pack with them and clarify any questions they have. Be sensitive to the fact that it is a lot of information to take in and go slowly if needs be. Remember to change the spiel if the landlords are seasoned as they will know much of what you are saying and won't want to hear it again.

•	Remember that most agents will offer what we are saying we will offer, so you will need to impress that we have a smaller ratio of properties per property manager and offer a boutique service. With 17 years real estate experience in the industry which is built on quality management and service and we take pride in continuing this service to landlords.

When completing all of the documentation:

•	Give the landlord the Guarantee/statement of services to read over, while you are filling in the exclusive leasing and managing authority.
•	Fill in all pages of the authority as per the example shown.
•	Go through the authority with the client page by page, pointing out the main points, such as commission rates, emergency limit, asking rent, bond etc.
•	Ask the client if they have any questions about the document – if not, ask for their autograph at the base of each page where client section is. Give the client the carbon copy and keep the original.
•	Get two copies of the statement of services signed and give one to the client and keep one for the office.
•	Discuss which property manager will be managing the property and provide the profile so that they have a face to a name.
•	Give the client the “instructions to managing agent” form and let them know that we need this by the time the property is let. 
•	Ask the client about keys and explain that we need two sets, one for the office and one for the tenants. We can have them cut and then bill them if that is convenient.
•	Discuss whether they want the principle place of residence detailed on the forms and make a note for the file if they do.  This provides for a shorter notice period to coincide with the end of the tenancy if the landlords require their premises back.  However, please stress that this does not mean only 14 days notice at any time during the tenancy. Many landlords seem to forget or misinterpret this clause and think that they can have their property back in 14 days. This clause does not override a lease.
•	Discuss pets and gardening and make notes.
•	Discuss the process for the advertising and also discuss the point at which we should think about a price reduction. Usually, if no interest 2 weeks after advertising.
•	Give the client a business card and advise them that they can call anytime they want to if they think of something they need clarified.
•	Ask the client if you can take photos or make a time to come back and take the photos when they have had a chance to tidy the property if needs be.
•	Advise the client that they photos and advertisement will be up on the website usually within 24/48 hours and that they can view them and if they would like any changes to contact you immediately.
•	Return to office and write the advertisement at the earliest opportunity.
•	Give Property Management Support all details to set up the new files. Check the files and then put away in the filing cabinets.
•	Write the property up on the Listing white board.