Purpose
This procedure contains the instructions for preparing New Tenant Leases.

Procedure

Create A File
Property Management will provide a new lease request form along with application form/s and any
other relevant material
Stick the new lease request form on the front of a pink folder (Stationary cupboard)
Insert a plastic pocket in the folder
On the side of the folder write the full address of the property and then the Surname/s of the tenants
(In black marker)

Draw Up Leases
If the property file already exists amend the original lease
If the property file does not exist create a new folder 
Open up Residential Tenancies Lease Agreement Blank
On the first two pages nothing is changed
On the bottom of the third page type in upper case letters and bold: ADDITIONAL LEASE CLAUSES FOR (Followed by the full address including the post code)
e.g. ADDITIONAL LEASE CLAUSES FOR 2/22 SMITH STREET YOUR TOWN, VIC, 3333
Clause 37 should always be “ending a fixed term tenancy before the expiry date” (this clause can be found under the Lease Clauses folder as a work document labeled: Lease Break Clause
Copy and paste this and label as clause 37
Any other additional lease clauses that the Property Management department would like in the Lease Agreement will be listed on the “New Lease Request Form” beside the special clauses text
Additional lease clauses: most of the additional lease clauses can be found in the Lease Clauses folder as a word document: Additional Clauses or if it is a pet clause: Pet Clause
Just Copy and past into the Agreement and number each additional clause
If it is a new or specific clause Property Management will write it in the special Clauses section on the “New Lease Request form” type it word for word under the Additional Lease Clauses section and number the clause
 At the bottom of the page there will be the following text: ** Please read and initial clause 29 to 37.
Change the second number to the last additional clause number
e.g. if the last clause number is 42 the text should read: ** Please read and initial clause 29 to 42.

PAGE 4 – Schedule Page
Information for the schedule page can be found on the  “New Lease Request Form”. Fill out the  following:

Item 1:
Date Of Agreement – Enter today’s date

Item 2:
 Landlord – At the bottom of the “New Lease Request” form there will be a Landlord section type the name (s) exactly the same. If the information has not been written in the Landlord section it can be found on the “Exclusive Leasing And Managing Authority” in the Landlords file (Filling cabinet is in the photocopy room)

Item 3: 
DO NOT CHANGE ANYTHING

Item 4:
Tenants: This in where the Tenant/s names are to be typed including their current address. This information can be found on the tenant/s application form e.g. Linda Good lives at 4 Smith Street, Your Town, Vic, 3000

It will be entered as follows:

Item 4:	TENANT (1):	    Name:	MisS BETTY BOOP
(A.C.N. if tenant is a company)	     
                                          Address:	4 SMITH STREET YOUR TOWN

Item 5: 
Premises: This is the full address of the rental property (the property that the new tenants are going to rent out)

Item 6: 
Rental: Information about the rental amount and payable date is to be entered. The amount can be found on the “New Lease Request” form next to Rental P.C.M. and the payable date next to the payable date section
PLEASE NOTE: The rental amount must be per calendar month NOT the weekly amount unless stated otherwise by the Property Manager

Item 7: 
Commencing on: Enter the day, Month and Year that the Lease commences on. The Lease Commencement date can be found on the “New Lease Request”

Item 8:
DO NOT CHANGE ANYTHING

Item9:
Bond:  Enter the bond amount (found in the “New Lease Request” form under Bond Amount)

Item10:
DO NOT CHANGE ANYTHING

Item 11:
Term: This section is where the term on the lease is written in words and numbers (Lease term can be found in the Lease Period section on the “New Lease Request” form)
e.g. if the lease is for twelve months the following would be written:
		TWELVE (12) MONTHS

Item 12:
Commencement Date: This is the date the lease starts (Commencement Date can be found in the Commencement Date section on the “New Lease Request” form)

Item 13: Termination Date: This is the date that the Lease Agreement finishes. The termination date is always one day prior to the commencement day 
e.g. If the Lease commencement date is the 12th December 2008 and the Lease term is twelve months the termination date will be 11th December 2009

Once the Lease is finished print off three copies
With one copy simply turn page four over so you can see the schedule and staple
With the other two copies turn the last page over staple down the side three times (as though you were going to bind a book) and use legal tape to bind the side together (found in reception drawer or in stationary cupboard – looks like thick black tape)

Click on file at the top of the screen
Save as
Data on - G:/Everyone/Property Management/Leases Clauses
Then save under the property address as Residential Tenancies Agreement (and the commencement date)

Make up a New Tenant Welcome Pack