Effective marketing

Copas Newnham First National looks for the “right” tenant.

We have extensive experience in marketing and can expose your property to the wides possible number of prospective tenants by utilising our prominent position and 7 day availability. Being such a large company we are the usually the first to be contacted by the major companies and organizations.

We promote your property through:
• Local newspapers
• The Internet
• Property signage
• E-mail to prospective tenants

Careful Tenant Selection

Our specialist staff are totally focused on finding the best tenant in the quickest possible time following these general guidelines:
• Stability in employment
• Satisfaction that the tenant is financially capable of paying the required rent
• Verifying that the tenant will maintain your property to the standard required

A detailed screening process is applied to all prospective tenants and all references are carefully checked.

Agreement Preparation

Once the tenant has been interviewed and approved for your property, we will arrange the signing of the Residential Tenancy Agreement and the lodgement of the Rental Bond as well as the handing over of the keys.

All documentation is carefully checked for accuracy to ensure the owner’s legal rights are protected.

Initial Inspection

Prior to signing of a Residential Tenancy Agreement, we carry out a carefully detailed condition report. The initial inspection report is referred to at the end of the tenancy to ensure that the tenants’ bond is accurately disbursed.

Regular Inspections

In addition to the Initial Inspection and the Final Inspection our management fee includes two periodic inspection of your property per year. Each time your property is inspected it is automatically diarised for the next inspection. Following a periodic inspection, we forward you a written report detailing the condition and recommend routine maintenance or optional work such as repainting or carpeting

Final Inspection

Immediately after the tenant has vacated the property, we will conduct a thorough inspection to determine the refund of the tenants’ rental bond.

Prompt Rent Collection

Paying rent is hassle free for our tenants. Tenants can organize to have direct debit payment, which automatically deposits their rent directly in our trust bank account when their rent is due. This system reduces rental arrears. We also accept payment by b-pay.

Strict Arrears Control

We print an arrears three times a week so that the tenants who fail to pay their rent on time, for whatever reason, are contacted on a constant basis. Those that do not respond are served with a Notice to Remedy Breach, explaining that if they fail to pay, or do not contact us to make arrangements to pay, they will be served with a Termination Notice which gives them fourteen days to vacate. A letter is sent to all owners whose tenants fail to remedy a breach and you are contacted by the property manager to discuss what the next step will be. The percentage of tenants who do not remedy their breach within the prescribed time is generally less than 1%.

Repairs and Maintenance

We monitor repairs very closely. We act on repairs according to your instruction in the Management Agreement. Should an emergency repair be required we will act on it immediately and contact you as soon as possible.
We maintain complete records of maintenance carried out to your property for future reference. Repairs carried out on your behalf are paid for from the rent monies held in trust unless otherwise requested. Full details of the repairs are printed on your monthly Rent Statements with a copy of the relevant invoices attached for your reference.

Payment of Outgoings

From the rent collected on your behalf, we can arrange payments of all the standard property outgoings as you instruct in the Management Agreement. Such accounts could include rates and strata levies. With reference to water rates, we will automatically invoice the tenant for any excess water usage charges, where the property is separately metered.

Rental Reviews

We ensure you enjoy full market rental for your property. We regularly assess the rental on your property taking into account factors such as current market rents of similar properties, the vacancy factor in the area, the general condition of the property, the quality of the tenant and the length of their tenancy. Where we see that a rent increase can be justified, we will advise you and seek your instructions.

Managing the Tenant

It is our duty as your Managing Agent to ensure that the tenants are well informed as to what is expected of them under the Tenancy Agreement. From the regular mowing of lawns, to the payment of rent in advance, to the behaviour of visitors to the property or the control of noise, we manage the tenant for you, ensuring that the terms of the Tenancy Agreement are complied with

Accounting to You

Each month we prepare and forward you a detailed monthly Rent Statement for your property. The Statement details the rent period, the rent collected and any disbursements made on your behalf. Your rent monies can be electronically deposited into a nominated account, or split over a number of accounts.

Disputes with Tenants

Disputes between owners and tenants are not uncommon, but if handled with professionalism and diplomacy, most can be solved expediently.

Most disputes arise over rent increases, repairs and rental bond matters. Initially of course, the property manager acts as the negotiator. If all avenues are exhausted, and the parties cannot agree, it may be necessary to use a mediation service or a small claims court. These services are independent third parties that will hear the dispute and make a decision on the matter.

We, as your agent, can represent you at the hearing, preparing the case from start to finish. Preparation may include obtaining quotes and taking photos of the property (in the case of bond disputes) or researching rental market comparisons in the case of disputes over rent increases. The findings are final, and may not always be to your satisfaction, so it is almost always beneficial to try and solve the problem in it’s early stages.