Please enable JavaScript.
Coggle requires JavaScript to display documents.
PEAK PERIOD PROCESSES & PROCEDURES - Coggle Diagram
PEAK PERIOD PROCESSES & PROCEDURES
90 Days before the expiry date
Rent review
Tenancy review: PM to confirm if we wish to retain the tenants based on failure to pay rents, create issues such as noise/ loud music/ party, consistently breaching the tenancy agreement/ act etc.
Send out renewal offers
Follow up regularly to confirm whether the tenant going to accept the offer
Tenant accepted the renewal offer
If required, process application for incoming tenants (if any) for the new tenancy.
Send the new (renewal) agreement to the tenants for their signatures electronically.
If not heard back from tenants 42-60 days before the expiry date. (Ideally to spare 6 weeks for the marketing campaign)
Tenant decline the renewal offer
Ask the tenant to serve us a formal notice
Send out a notice (absolute no less than 21 days) to confirm the tenancy will come to an end on the expiry date + confirm exit inspection date & time + exit inspection guide
Update the tenancy to Ëxpiring" status on Monday.com
The leasing team receives notificatione & start advertising
PM to contact the tenant to organise viewing (fortnight schedules)
Conduct viewings (physical & virtual)
Follow up with leads
1 more item...
Respond to enquiries
Encourage prospective tenants to attend the viewing if possible
Encourage prospective tenants to apply (even before viewing takes place so we could accelerate the process for them)
Conduct exit inspection on the pre-arranged date (tenants not necessarily have to present). Fill out a bond refund statement
Compare exit inspection photos and the initial photos to determine if there are any cleaning & damages caused by the tenants
If the inspector is satisfied with the outcome, do to the following
Accounts to confirm if any rent arrears
Accounts to confirm if there are any outstanding invoices
Inspector to confirm the departing tenants have cleaned the apartment to a satisfactory standard
Inspector to confirm the condition of the apartment is the same as the tenants first moved in, excluding reasonable wear & tear
Check whether the tenant leave rubbish/furniture which we need to remove and on-charge to the departing tenants
SIgn off [Landlord] the bond refund form and gather all signatures from the tenants
Produce an initial inspection report using all the information & photos from the previous exit inspection
Sort out a way to pass on the keys to the new tenants & send the initial inspection report to outline the existing conditions of the apartment. We want to encourage the Tenant to check the report and email us if there are any discrepancies
Security to check cameras
If the inspector not satisfied with the outcome, do to the following:
Accounts to confirm if any rent arrears
Accounts to confirm if there are any outstanding invoices
Inspector to notify the departing tenant areas that require further cleaning, and give them a deadline to clean otherwise we will organise commercial cleaning and take it out from the bond
Inspector to notify the departing tenants the areas that require repairs, and deduct the money out from the bond
Check whether the tenant leave rubbish/furniture which we need to remove and on-charge to the departing tenants
6.SIgn off [Landlord] the bond refund form and gather all signatures from the tenants
Arrange necessary cleaning & repairs before the next tenancy starts. If not possible, we need to at least keep the new tenants in the loop of the progress to avoid surprise when they move-in.
Retake (remedied) photos and produce an intial inspection report using all the information from the previous exit inspection
2 more items...
If there are any disputes and both parties can't reach an agreement, we have to apply to the tenancy tribunal to recover the cost (along with evidence)
Te Aro Tenancies 3 golden rules.
99% occupancy
99% rent collection
Keep within the maintenance budget