Purpose
This procedure contains the necessary actions required when a new managed property is handed to the agent. 

Procedure

Management Agency Agreement is Checked For Accuracy
•	Check the Management Agency Agreement:
o	 For completeness
o	For accuracy.
•	If the property is occupied, check that you have received the following documents:
o	Residential Tenancy Agreement
o	Condition Report
o	Change of Managing Agent Form (Rental Bond)
o	Tenancy Application Form
o	Attornment Notices (if applicable)
o	Termination Notices (if any have been served)
o	Rent Increases (if any have been issued)
o	Tenant rent payment dates & amount
o	Tenant Rent Payment Ledger
o	Tenant Contact Details.

•	Check all documents are:
o	Complete
o	Accurate.
•	Keys are received
o	3 full sets (vacant)
o	1 full set (occupied).
•	If any essential information is missing, immediately obtain the missing information before proceeding any further with this procedure.

Files Created & Keys Tagged
•	Tag and record all keys received.
•	Create a hard copy Landlord and Tenant file.
•	File all documents received.
•	Enter full details of the Landlord, Property and Tenant into the computer.
•	Create a soft copy file on the Agency server 
•	Move file from the “Prospective Landlord Clients” folder on the server to the “Properties Under Management” folder.
•	If occupied:
o	Allocate the Tenant a rent payment number/card.
 
Confirmation Letters Prepared / Sent
•	All confirmation letters are to be:
o	Prepared
o	Saved in relevant file
o	Signed
o	Sent
•	All associated parties must be advised of the Management change:
o	New Landlord
o	Tenant (arrange property inspection)
o	Statutory bodies
o	Strata Manager (if applicable)
o	Neighbours
o	Previous Agent (if applicable)
  
Property Inspection 
•	Within 24 hours of receipt of the new files arrange an inspection of the property for the purpose of completing a Periodic Inspection Report and confirming marketing requirements (if applicable).
•	If the property is occupied:
o	A Periodic Inspection is carried out
o	The inspection is carried out with the Tenant present, for relationship building           purposes and to discuss any outstanding issues 
o	Condition Report from the previous Agent is checked for accuracy.
•	Property is inspected and details recorded.
•	Photos are taken for marketing and periodic inspection purposes.
•	All keys are checked and labelled.

Property Inspection & Marketing Report/s Sent To Landlord
•	All relevant Marketing and Property Inspection documents are to be:
o	Prepared
o	Saved
o	Signed
o	Sent.
•	Advise the Landlord of any outstanding issues:
o	Recommend solutions.
•	Follow up outstanding issues until they are resolved.
 
Commence Marketing Campaign
•	If the property is vacant, commence property marketing in accordance with the Landlord's instructions.