Career Development Program for Property Managers

The following sessions focus on the relevant legislation, best practice, systems and risk management.  The sessions will be held  from June to December 2014 and also February to July 2015 - 1 session per month in Brisbane, Queensland and are QLD focused.

Complete one course or the whole 6 - the choice is yours.

For more information visit

www.realestateexcellence.com.au  or email Stacey.holt@realestateexcellence.com.au    

Course 1

The Foundation

• What is Property Management Excellence?
• Understanding QCAT, RTA and the OFT
• Understanding key documentation used in tenancy such as the General Tenancy Agreement and the Management Agreement
• Understanding the legislative duty to the lessor and tenant
• Vital risk management procedures and why
• Tips for succeeding in property management
• Where do the laws come from?
• Explaining the management agreement to the owner
• Time management tips

 

Course 2

Beginning the tenancy

• Advertising and Showing the property
• Tenancy Applications and Processing Applications
• Binding the tenant lawfully upon acceptance
• Declined applications
• Rent payment methods
• Compliance and best practice completion of RTA Forms plus best practice documents at sign up
  • Form 18a (could be REIQ, ADL or RTA, why?)
  • Form 1a
  • Form 2a
  • Body corporate by laws
  • Form 17a

 

Course 3

Maintenance, inspections and contractors

• Maintenance – routine and emergency
• Appointing Contractors and work orders
• Entry provisions
• Routine inspections - tips on how to carry out

 

Course 4

Management matters

• Break leases
• Change of shared tenancies
• Lease renewals including rent decreases
• Rent decreases
• Rent arrears
• Rental properties for sale
• Water charging
• Issuing of a notice to leave
  • Reasons a notice to leave can be issued
  • Notice periods
     

Course 5

Ending tenancies and disputes

• The ways to lawfully end a tenancy
  • Best practice, compliance and risk management

Vacates and exit reports

• Best practice and compliance - tips on completing a vacate
• Self resolution tips

• Dispute resolution and the RTA
  • Bond disputes

 

Course 6

Tribunal

• QCAT – Tribunal procedures
• QCAT Forms
• Urgent Applications
• Non Urgent Applications
• Tips on presenting at Tribunal
• Precedent decisions
• Appeals
• Re opening of cases
• Counter applications

For more information visit http://www.eventbrite.com.au/o/stacey-holt-real-estate-excellence-academy-1704917462 or email Stacey.holt@realestateexcellence.com.au  

Resident letting agent and company forced to pay over $700,000

A resident letting agent and company have been fined $418,716 after the Office of Fair Trading brought disciplinary proceedings for keeping expenses from unit owners that they were not authorised to retain and for failing to disclose conflicts of interest to unit owners.
Donald McGrath and Halmarn Pty Ltd were also ordered to pay restitution of $209,358 to complainants, $135,056 in court costs and have been disqualified from obtaining or renewing their Resident Letting Agent licences by the Queensland Civil and Administrative Tribunal (QCAT).


Halmarn Pty Ltd was found to have breached the Property Agents and Motor Dealers Act 2000 (the Act) on 1135 counts by overcharging for credit or charge card transactions, agent´s commissions, or charging fees and commissions without authority. The company was also found to have breached the Act on a further 11 occasions for failing to disclose to unit owners entering the letting pool, it had interest in other units within the pool.


Donald McGrath was the sole director of Halmarn and failed in his obligations under the Act, which requires the executive officers of a corporation to ensure that the corporation complies with the Act.


QCAT heard that, under the terms agreed to in the company´s appointment as a residential letting agent, Halmarn was only entitled to charge the unit owners the actual credit card or charge card commission as set by the bank.


 Instead it charged a set rate which was significantly higher than the bank fee.
The Act permits resident letting agents to charge expenses and fees for services only if both parties agree in writing to those charges.


In 2009, the Office of Fair Trading received complaints about Halmarn and Mr McGrath from unit owners at Magnetic International Resort Hotel, on Magnetic Island. The owners alleged Halmarn and Mr McGrath were breaching the Act by unfairly profiting at the owner´s expense.   


For more information about resident letting agents and appointment terms, visit the Office of Fair Trading website at www.fairtrading.qld.gov.au or call 13 QGOV (13 74 68).


Source www.fairtrading.qld.gov.au

Best practice forms - Real Estate Excellence

Current list of best practice forms for Platinum members

www.realestateexcellence.com.au

Folder name online - Application forms and processing

• Acceptance of property sight unseen
• Anti-discrimination booklet
• Checklist – new tenant
• Company application form
• Pet application form
• Rental reference to other agency
• Tenancy application processing procedure
• Updated personal information form

 Folder name online - Best practice forms completed

• Bond increase letter to tenant (template)
• By law breach of agreement cover letter to tenant  (template)
• Damage to premises breach cover letter to tenant (template)
• Noise complaint cover letter to tenant (template)
• Unapproved occupant cover letter to tenant
• Unapproved pets cover letter to tenant

Form 11 Notice to remedy breach completed examples

• Bond increase failure to pay
• Breaching body corporate by laws
• Damage to premises
• Emergency repairs not being advised
• Emergency repairs not advised water leak
• Illegal use of the premises –drugs
• Illegal use of the premises – pools
• Illegal use of the premises – smoke alarms
• Noise complaint
• Rent arrears
• Routine repairs not advised
• Special term breach smoking inside
• Unapproved fixture or structural change
• Unapproved occupants
• Unapproved Pay TV
• Unpaid water bill

Form 12 Notice to leave examples

• Agreement frustrated non liveability
• Contract of sale – periodic tenancies
• Noncompliance of tribunal order
• Unremedied breach other than rent
• Unremedied breach – rent
• Without grounds
• Form 18a House best practice example (RTA Form)
• Form 18a Unit best practice example (RTA Form)

Folder name online - Break lease forms

• Agreement to end tenancy agreement early – mutual agreement
• Break lease agreement
• Checklist – break lease
• Tenant breaking lease – letter to lessor
• Updated personal information form
   

Folder name online - Change of shared tenancy forms

• Change of shared tenancy – entry condition report agreement
• Change of shared tenancy agreement for tenant/s
• Updated personal information form
   

Folder name online - Forms and checklist

• Authority for either party to authorise or sign – lessor form
• Acknowledgement of tenancy documents – tenant
• Appointment form acknowledgement for lessor (management agreement)
• Change of banking details – lessor form
• Checklist bond refund
• Checklist break lease
• Checklist lease renewal
• Checklist new management
• Checklist new tenant
• Cleaning guide for vacating tenants
• Company application form
• Consent for open homes – tenant agreement
• Consent for use of photos and images – tenant agreement
• Cover letter to lessor – copy of entry report and lease agreement
• Daily planner template
• Daily priority list template
• Database letter to tenant in default and monies owing
• Electronic consent for tenant
• Email tenants lease agreement
• Entry condition report acknowledgment letter to tenant – return in 3 days
• Form 11 cover letter for rent arrears
• Form 11 – repeated breaches cover letter for tenant
• Form 12 – rent arrears cover letter to tenant
• Form 12 tenant vacating – lessor letter
• Key procedures and the entry condition report – tenant agreement
• Key sign in sign out register template
• Keys – request to tenant for keys to be cut
• Landlord disclosure statement – for landlords to provide disclosure
• Lease renewal instruction form
• Letter to agency – we are taking over management
• Letter to lessor – tenant in breach of agreement
• Letter to lessor  - curtains, blinds safety
• Monies owing above the bond – tenant letter
• New agency taking over management
• No pool safety certificate to tenants for units only
• Non return of entry condition report – letter to tenant
• Open homes booking form
• Pool safety certificate – tenant
• Public liability details request and landlord insurance details letter to landlord
• Rent arrear procedure
• Rent arrears letter to tenant – consistent 4 or more days (prior to 8 days)
• Rent arrears procedure – given to tenants at sign up
• Rent increase letter to tenants - periodic  - letter to tenant
• Rent increase letter to tenants – tenants on periodic to fixed term
• Rent increase and new lease offer to tenants
• Rental reference to another agency
• Smoke alarm maintenance instruction letter for lessor
• Smoke alarm letter to lessor
• Survey form for lessor
• Survey form for tenant
• Tenancy application form template
• Tenancy application procedure form
• Tenancy sign up acknowledgement (after viewing Real Estate Excellence sign up CD)
• Tenant breaking lease – letter to lessor
• Tenant information – fire evacuation plan
• Tenancy vacating the property – letter to lessor
• Termination management agreement with existing agent – letter for lessor
• Termination management agreement by agency due to maintenance
• Termination of management agreement
• Termite and building inspection recommendation – letter to lessor
• Time diary
• Transfer (assignment) of appointment
• Vacate cover letter to tenant
• Water invoice letter to tenant
• Weekly planner – time management plan template
• Welcome letter to tenant – agency taking over management
• Withdrawing notice to leave for unremedied breach letter to tenant
   

Folder name online - General forms and information

• Authority for either party to sign and authorise letter to lessor
• Bond increase letter to tenant
• By law breach of agreement letter to tenant
• Change of banking details for lessor to sign
• Consent for staff member to represent the licensee in tribunal
• Contractor letter – agency policies
• Database letter – tenant final warning
• Discrimination in accommodation – booklet for lessors and agents
• Drug lab fact sheet from Qld heath
• Electrical safety laws – brochure for landlords
• End of month closes fact sheet
• Letter to tenant – we are no longer managing the property
• Maintenance obligation reminder to tenants
• Management fee increase letter
• Mould fact sheet for tenants
• Password form to access information – lessor and tenant form
• Play it safe with asbestos – tips
• PM weekly report template
• Pool information sheet for tenants
• Pool safety letter for tenants
• Proof of identity checklist for lessors
• Property management file audit template
• Property management meeting agenda
• Safety switches fact sheet
• Social media policy template
• Solar panels and rental property information sheet
• Tenant enquiry form
• Welcome letter to tenant – agency taking over management
• Updated personal information form
   

Folder name online - Keys - forms

• Key register template
• Key sign in out register
• Keys – request for tenant to cut

Folder name online - Lease renewals - forms

• Checklist – lease renewal
• Lease renewal instruction form for lessor
• Maintenance obligation reminder to tenants
• Rent increase cover letter periodic letter to tenant
• Rent increase cover letter periodic to fixed term agreement
• Rent increase and new lease offer to tenants
• Updated personal information form
   

Folder name online - Maintenance and Inspections - forms

• Audit maintenance and inspection template to audit procedures in office
• Consent for use of images and photos letter to tenant
• Contractor letter – agency policies
• Electrical safety laws – brochure
• Entry notice cover letter to tenant
• Lessor letter regarding maintenance obligations
• Lessor wishing to undertake own maintenance letter
• Lessor wishing to use own contractors letter
• Letter to lessor pool safety certificate renewal
• Letter to lessor – curtain and blind safety
• Maintenance – lessor failure to respond as required
• Maintenance risk letter to tenant
• Mould fact sheet for tenants
• Pool information sheet for tenants
• Pool safety letter to owner
• Property inspection information for tenants
• Insurance details request form lessor –
• Routine inspection cover letter to lessor
• Routine inspection cover letter to tenant – feedback after inspection
• Routine inspection report template
• Routine maintenance policy template for agencies
• Routine maintenance policy template for lessors
• Routine maintenance policy for tenants
• Smoke alarm instruction form for lessor
• Smoke alarm letter for lessor
• Tenant maintenance and request form
• Termination of management due to maintenance letter to lessor
• Terminate and building inspection recommendation letter to lessor
• Tips for inspecting decks and balconies
• Updated personal information form

Folder name online - New business - forms

• PAMD form 20a completed (4 page example from Fair Trading)
• Acknowledgement of receipt of signed appointment of agency copy
• Authority for either party to sign or authorise – lessor form
• Appraisal cover page
• Anti-discrimination booklet for landlords
• Landlord listing booklet (30 page word document)
• Attachment to the management agreement explaining costs
• BDM new business weekly report
• Body corporate standard by laws
• Checklist new management
• CMA template
• Do not call register laws
• Landlord disclosure statement for lessor to  complete at sign up
• Leasing a property with a pool fact sheet
• Letter to agency – we are taking over management
• Listing form template
• PAMD Form 20a explanatory notes for the lessor
• Password form to access information – lessor and tenant form
• Proof of identity checklist
• Rental appraisal cover letter
• Scripts for new business
• What we do for our management services – template for lessor
• Updated personal information form

Folder name online - Rent arrears - forms

• Form 11 cover letter – rent to tenant
• Form 11 cover letter – repeated breaches
• Form 12 rent arrears cover letter
• Letter to lessor – tenant in breach
• Rent arrear procedure
• Rent arrears letter to tenant – consistent 4 days
• Rent arrears procedure for tenants to sign
• Withdrawing notice to leave for unremedied breach
   

Folder name online - Sign up forms for tenancy

• Body corporate by laws
• Checklist new tenant
• Cover letter to lessor – Entry report and lease agreement
• Disclosure to tenants best practice form
• Electronic consent for tenant
• Email tenants lease agreement template
• Entry report acknowledge 3 day period for tenant
• Entry report non return letter to tenant
• Maintenance obligations to tenants
• Password form to access information – lessor and tenant form
• Pool information sheet for tenants
• Tenancy document received acknowledgement
• Tenancy sign up presentation acknowledgement *using Real Estate Excellence sign up CD
• Tenant information fire evacuation plan
• Updated personal information form
   

Folder name online - Termination of management - forms

• Letter to tenant – we are no longer managing
• Lost property report template
• Termination of management agreement with existing agent – letter for lessor
• Termination of management agreement due to maintenance
• Termination of management agreement

Folder name online - Time management - forms

• Daily planner
• Time diary
• Weekly planner – time management plan

Folder name online - Tribunal forms

• Affidavit template
• Application to attend hearing by remote conferencing
• Consent for staff member to represent licensee in tribunal
• Credit card payment authorisation
• Enforcement of QCAT decision fact sheet
• Non urgent QCAT application best practice completed example
• QCAT time frames for lodging fact sheet
• QCAT application checklist
• QCAT application process
• Urgent application to Tribunal best practice completed example

Folder name online - Vacates – forms - folder

• Checklist bond refund
• Checklist vacating tenant
• Cleaning guide for tenants
• Consent for open homes – tenant form
• Form 12 tenant vacating – letter to lessor
• Form 13 – tenant vacating – letter to lessor
• Monies owing above the bond – letter to tenant
• Vacate cover letter to tenant – lessor ending lease
• Vacate cover letter to tenant general

 

 

 

 

 

 

Licensee and Administration forms – Folder name

Folder name – Employment letters sourced from Fair Work

Employment forms

Annual leave application form

Employment records for leave

Employment records

Fair work handbook

Letter of final warning

Letter of first and second warning

Letter of successful probation

Letter of termination with notice

Letter of unsuccessful probation

Parental leave employer checklist

Parental leave notification form

Privacy breaches guide

Roster template

Weekly time and wages record worksheet

 

Folder Name – Licensee General information

               Anti bullying guide for the workplace

               Australian privacy principles changes as of March 2014

               Business of your dreams plan

               Changes to the Privacy Act – what you need to know

               Do not call register – calling times

               Do not call register – consent meaning

               Do not call register - for the real estate industry

               Do not call register – what is a telemarketing call

               Drug lab awareness brochure for the office

               Drug labs – know the risks

               Employee or contractor article

               Employment authority template

End of month closes – trust account

               Example job descriptions for assistant and property manager

               Facebook content is advertising article

               Facebook implication – workplace

               File smart – electronic record keeping brochure

               Four ways to improve sales article

               Growing the rent roll thoughts

               Incident report – for staff reporting template

               Interview questions – property management                       

               Interview questions – sales

               Licensees – that was then, this is now article

               Mail register template

               Managing the risk of falls at the workplace

               Motivating staff article

               Obligations for body corporate under Workplace Health and Safety                           

               Overview of the Real Estate Award

               Personal and Professional performance review template

               Pool law guidelines for agents and owners

               Prevention of workplace harassment article

               Privacy breaches guide

               Privacy principles as at March 2014

               Professional Indemnity insurance article

               Proof of identity checklist for clients

               Property management file audit template

               QCAT appeal case – agent effective cause of sale

               Real Estate fraud prevention guidelines

               Slip, trips and fall presentation to use in training article

               Slip and trips fact sheet for agency risk management article

               Slip and trip falls guide for the workplace article

               Social media as recruitment tool –are there legal implications – article

               Social media policy template

               Stronger anti-discrimination laws take effect article

               SWOT Analysis template

               Team building training and activities article

               Ten steps to comply with privacy laws

               The ten roadblocks for business owner – article   

               The world wide web of laws entangling social media – article

               Tree and fencing laws information

               Trust account – what needs to be printed at end of month

               Underperformance of staff – management guide

               Work related stress presentation

               Workplace harassment document

               Workplace health and safety compliance checklist

               Workplace health and safety law act guidelines

               Workplace laws – body corporates and owners

Workplace laws – due diligence

Workplace laws – residential premises

Workplace laws – useful fact sheet

Workplace laws, what to do now

              

Folder Name - OFT general requirement forms

               Complaints attachment statement

               Complaints handling requirements

               Complaints register

               Employment register

               Public notice of PAMD code of conduct requirement

               When a certificate of registration is required for staff

 

Residential sales forms and information – folder name

5 Folders online

 

Folder name - Acknowledgement forms

Folder name - General sales agency best practice forms

Folder name - Information sheets – best practice

Folder name - Listing forms

Folder name - Rental forms (sales)

 

Best practice forms below

 

Acknowledgement of receipt of signed appointment of agency copy

Advertising expenditure approval form for seller

               Advertising headline examples

               Advertising proof approval for seller        

               Agency statement to seller prior to listing as per PAMD s134a etc.

               Agreement to end exclusive sales agency agreement with seller

               Agreement to end sale agency appointment

               Auction property and price disclosure – article

               Authority for either party to authorise and sign – seller form

               Best practice article for all salespeople to use in training and education of staff

               Buyer letter – deposit not paid

               Change of price instruction – seller form

               Change of banking details - seller

               CMA requirements for property agents

               Community tile contract acknowledgment for buyer

               Consent for onsite auction – for tenant

               Consent to use electronic transactions

               Contract presentation flowchart

               Daily priority list

               Do not call laws information

No pool safety certificate – form for buyers

               PAMD Form 22a best practice completed

               PAMD form 22a best practice completion guide

               Password form to access information

               Seller disclosure statement

               Seller letter – buyer has not paid deposit

               Use of photo images consent form for tenants

               Written evidence of listing appointment – form for tenants

Updated personal information form

Privacy Act forms and information – folder name

• Access and correction of information fact sheet
• April 2014 version 1 Member update
• Authority for either party to sign and authorise – landlord letter
• Authority for either party to sign and authorise – seller letter
• Change of banking details – lessor instruction to agent
• Change of banking details – seller instruction to agent
• Checklist – are we compliant with the privacy act
• Collection personal information and making people aware why fact sheet
• Data quality and the privacy act
• Direct marketing and the privacy act
• Openness requirements under the privacy act
• Password form to access information – seller
• Password form to access information lessor and tenant
• Personal information that is publicly available fact sheet
• Privacy act – Australian principles
• Privacy act training video
• Privacy principles as at March 2014
• Privacy questions – recommended article to review
• Protecting other peoples information
• Release of information to law enforcement
• Scanning of documents and the privacy act
• Spam Act understanding consent – email and sms marketing
• Training presentation power point for staff
• Updated personal information form – for client and customer