Purpose
This procedure contains the necessary actions required when a tenant is handed a property. 

Procedure

Tenant Welcomed to the Agency
•	The Tenant/s are greeted and shown to the Agreement signing area.
•	The Residential Tenancy Agreement is provided to the Tenant for review prior to signing.

Tenancy Agreement Executed
•	Answer all of the Tenant's questions.
•	All copies of the Tenancy documentation are signed by the Tenant and the Agency representative: 
o	initial where any of the standard printing in the Agreement has been altered 
o	initial the bottom front page of Part 1 of the Agreement	
o	sign in the appropriate places on Page 8 of the Agreement 	
o	sign off on the Additional Terms.

•	The signatures are witnessed and the witness completes and signs in the appropriate place.
Note:	The person who witnesses the Tenant's signature should not also sign the Agreement on behalf of the Landlord. However, the same person may witness both the Agent and Tenant's signatures.

•	Condition Report Issued/Explained
•	The importance of the Condition Report is explained to the Tenant:
o	The Rental Bond refund is determined by the accuracy of this Report
o	The report must be completed, signed and returned within 7 days to the Agency. If not, the Agent's report may be deemed true and correct.
•	Two copies of the Condition Report are given to the Tenant to complete
o	Copy 1, is the Agency's copy (with Tenant remarks)
o	Copy 2, is the Tenant's copy (with Tenant remarks).

Rental Bond Lodgement Form
•	The Rental Bond Lodgement Form is explained to the Tenant.
•	All parties sign and date the form where required.
•	Two photocopies are made of the signed Rental Bond Lodgement Form.
•	The Tenant is provided with a signed copy of the Form.
•	The Agency retains a copy of the Form, with the Tenancy Agreement.
•	The original Rental Bond Lodgement Form is to be lodged with the Bond payment.
 
Renting Guide Explained/Issued
•	The Tenant is provided with a copy of the 'Renting Guide' booklet (NSW).
•	The 'Renting Guide' booklet is explained to the Tenant.
•	The Tenant is required to sign an acknowledgement of receipt of the booklet in the appropriate place on Page 8 of the Tenancy Agreement.
 
Explain All Other Agency Documents
•	Each document is explained to the Tenant.
•	Where certain documents are available “Online”, this is explained and the Tenant is shown how to access and use the documents.

Collect And Receipt All Money Due
•	Collect and receipt all money owing to the Agency Trust Account:
o	Rental Bond
o	Rent in advance (less any Reservation Fee paid)
o	Tenancy Agreement Preparation Fee (NSW).
•	Provide the Tenant with a receipt, reflecting the allocation of all monies received.

Keys/Documents Signed Over
•	All keys must be photocopied on to the Document/Key Receipt Form.
•	Include details of any remote controls, alarm codes, etc.
•	The Tenant signs the Document/Key Receipt Form.
•	Photocopy the signed Document/Key Receipt Form, and provide a copy to the Tenant. The original is retained for the Agency file.
•	The Tenant is issued with their copy of the executed Tenancy Agreement and any other Agency documents.
•	Where the Tenant is moving into the property immediately:
o	Issue one full set of keys for each person named on the Agreement.
•	Where the Tenant is moving into the property at a future date: 	
o	Arrangements are made for the collection of the keys on the day the Agreement commences.
Note: 	The Tenant is to sign for the keys when issued, however if they are receiving any documentation prior, they are required to sign for the documents now.
 
Tenant Congratulated And Farewelled
•	The Tenant is asked to join the Agency mailing list. 
•	The Tenant is congratulated and then farewelled.

Documentation Processed
•	The Rental Bond Lodgement Form is faxed to RTBA
•	Photocopy the Condition Report.
•	The Condition Report is filed for follow up in the "Outstanding Condition Reports" tray.
•	File all documents, except the Landlord copy of the Tenancy Agreement and copy of the Condition Report.
•	Confirm the Periodic Inspection date has been entered into the system for three months time.

Landlord Advised 
•	The Landlord is advised that the Tenancy Agreement has been signed.
•	The Landlord is sent a copy of the Tenancy Agreement and a copy of the Condition Report.