Purpose
This procedure contains the actions necessary for preparing and organising the marketing of a property.

Procedure

Authorised To Commence Marketing
•	The search for a new Tenant may only commence when:
o	The Management Agency Agreement has been signed by the Landlord
o	Releasing authorisation is received from an existing Landlord.
•	Commence marketing for property as per the Landlord's instruction.

Property Inspected And Prepared For Marketing
•	Before Marketing may commence, the property must be inspected and photos taken.
•	Appropriate forms are to be completed

Prepare Property Prior To Marketing
•	With the Landlord's authorisation, arrange any repairs or maintenance that are required at the property.
•	Ensure that one full set of keys is left at the Agency at all times, in case there are any prospective tenants wishing to view the property.

Internet
•	All pertinent property details are uplifted to the Agency website and relevant industry websites, such as www.realestate.com.au
•	The internet listing must include:
o	Property address (or Suburb)
o	Rental amount per week
o	Rental Bond amount
o	Furnished or Unfurnished
o	Date property is available
o	Detailed description of the property
o	At least three photos
o	Floor plan (if available)
o	Virtual tour (if available)
o	Agent contact details
o	Viewing times (if applicable).

•	All internet listings are to be updated and refreshed before the close of business every business day.

Agency Window Display
•	All available rental properties are to be placed in the Agency window display within one business day of listing (subject to space availability)
•	All Window Display advertisements are to include: 
o	Property address (or Suburb)
o	Rental amount per week
o	Rental Bond amount
o	Furnished or Unfurnished
o	Date property available
o	Detailed description of the property
o	At least one photo
o	Agent contact details
o	Viewing times (if applicable)
•	The window display is to be updated every business day by close of business.

Rental Property List
•	All available rental properties are to be placed on the Agency Rental Property List, within one business day of listing.
•	All properties listed on the Rental Property List are to include details on:
o	Property address (or Suburb)
o	Rental amount per week
o	Rental Bond amount
o	Furnished or Unfurnished
o	Date property available
o	Detailed description of the property
o	One thumbnail photo
o	Agent contact details
o	Viewing times (if applicable)
•	The Rental Property List is to be updated every business day before the close of business.
•	Rental Property Lists are to be printed and copies left at the Front Office for issue to prospective tenants.
•	The Rental Property List is to be emailed to all the people/companies on the Prospective Tenant Database, every Tuesday and Friday by 1pm.

Print Media Advertising
•	Confirm the Landlord's instructions.
•	Confirm the Agency is holding funds to cover advertising charges:
o	If so, ensure funds are held with in the office
o	If not, request the Landlord to send a cheque to be held in trust to cover any advertising expenses
o	Any funds not used will be refunded into the landlords account.
•	Place advertisements in nominated print media sources prior to deadline and record in the Advertising Register.
•	All print media proofs are approved or changes requested prior to deadline.
•	All media advertisements are to include details on:
o	Property address (or suburb)
o	Rental amount per week
o	Furnished or Unfurnished
o	Date property available
o	General description of the property (avoiding abbreviations, if possible)
o	One thumbnail photo
o	Agent contact details
o	Viewing times (if applicable).
•	All proofs and changes are to be kept the folder marked "Advertising Proofs" retain details of:
o	Who requested the changes, the date and the time
o	Who (name & publication) received the changes.
•	All media advertising, is to be cut out & kept in a folder marked "Media Advertising". The date and publication are to be recorded alongside each advertisement for future reference. This is to be completed on the day each publication is received.
•	If the Agency does not receive a publication that has Agency advertising in it, this must be follow up, until received.

Open Home Viewings And Private Viewings
•	Confirm time and access with occupants of the property.
•	Ensure you have:
o	Property Brochures (if applicable)
o	Rental Property Lists
o	Tenancy Application Forms
o	Rental Enquiry Forms
o	Rental Open House Surveys
o	Tape measure
o	Door stop
o	Large key ring - put keys to all appointments on it
o	Folder
o	Spare paper
o	Pens
o	Business cards	
o	"Open for Inspection" Board
o	Camera
o	Open for Inspection Form (to collect enquiry details)
•	Arrive prior to appointment time:
o	Remove junk mail/newspapers from letter box
o	Open window coverings/doors/windows
o	Turn the lights on, if required
o	Tidy up any mess if you can
o	Put toilet seat down.

Landlord Marketing Reports
Every Saturday afternoon call Landlord's to advise how many: 
o	Groups came through
o	Applications were given out
o	Applications returned 
o	Any Reservation Fee paid.
•	Every Monday phone Landlord's to discuss:
o	Approving Tenancy Applications
o	The response from the marketplace
o	The advertising plan 
o	Recommended rent adjustments.
•	Every Thursday email Landlord's with: 
o	An update from Prospective Tenants
o	Proposed advertising for the weekend 
o	Recommended rent adjustments.