Arrears Management

Purpose

In this procedure, the property management team follows up late payment of rent.  This procedure starts when the Property Management Administrator checks rent payments.  It ends when the tenant pays the rent there is an order for possession.

Landlords can lose a lot of money if the Tenants defaults on paying rent.  It is the company’s responsibility to follow up late rent rapidly and efficiently, and to take action as necessary

Procedure

Tenants must pay rent in advance by the date shown in their Tenancy Agreement.

Property Manager

• If the Tenant makes a partial rent payment, sends a statement of account that show the payment and the balance owing.
• Every Monday and Thursday morning:
  • Prints a rent in arrears list
  • If a tenant is in arrears, checks that the company has up to date contact information.  For example, checks the Repairs and Maintenance Register for recent contact details.  Updates the following with the new contact information:
  • Property Management Master Record
  • Tenants Database
  • Send the following letters to tenants who have not paid rent:
    • Rent Reminder (1 to 5 days)
    • Final Notice (12 to 14 days) (copy to landlord)
    • Termination Notice (over 14 days) (copy to landlord)
  • Records the late payment in the Tenants Database
• If sending a termination notice, applies immediately to the tenancy tribunal for an order for possession (see tenancy tribunal hearings)

Termination notices rules

• Set the date to vacate at 17 days (14 days + postal delay) after the date you send the notice
• Send the notice by registered post
• Be able to show evidence at a Tenancy Tribunal hearing that you sent this notice correctly.