introducing the team
Paying Rent
It is your legal responsibility to pay your rent to the Residential Rental Provider in advance. Coad Real Estate will not physically collect your rent from you, this must be paid by the methods outlined in your tenancy agreement. If you have any problems with your rent payments please notify your Property Manager prior to your rental due date. If you fall into arrears, we will be obligated to follow the procedures outlined in the Residential Tenancies Act to collect the rent on behalf of our Landlord. Rental arrears are recorded on your tenancy ledger and can affect future rental history.
Paying a Bond
The bond acts as a security that you will meet the terms of your tenancy agreement. Keys are not handed over until a bond & first months rent is paid. If you fail to keep the property clean, cause damage or are in rent arrears, your Residential Rental Provider can claim some or all of the bond when the tenancy ends. In the event that the property is well maintained and all of your financial commitments have been met the bond will be promptly refunded after you vacate. The amount of the bond is specified in the tenancy agreement document.
Your Bond Refund
Bond inspections are completed promptly once you return keys to the property, and refunds are completed within 10 business days as required by legiislation, unless there is a dispute. If there are any outstanding issues to be addressed, your Property Manager will attempt to resolve the situation by mutual agreement withall parties. This is then done electronically directly via the RTBA. If agreement cannot be reached, the Property Manager or Rental Provider may proceed to lodge a claim with VCAT (Victorian Civil & Administrative Tribunal).
Rent Arrears
If you are having difficulty in paying your rent, please contact us to discuss. If you become more than 14 days in arrears, we are obliged under legislation to issue a Notice to Vacate giving you 14 days to vacate the property. The owner of your property receives a copy of this notice. This can also affect your future rental history. Also note with legislation introduced in 2021, should you receive 5 x Notice to Vacates within a 12 month period, the Rental Provider is able to apply to VCAT to evict you from the premises.
Entry Condition Report
Upon commencement of the Residential Rental Agreement you will be provided with a property condition report. This is used to determine the condition of the property at the commencement of the Rental Agreement and to ensure that it is returned to us in the same condition. It also ensures that you are not held responsible for damage at the expiry of your Rental Agreement which may have been there prior to your occupation. You have five business days in which to make additional comments and to return the signed document to our office. All renters must sign the condition report. The document will be filed with your Residential Rental Agreement and used as evidence of the properties condition at the commencement of the agreement compared to the condition after you have vacated.
Routine Inspections
Inspections will be made at regular intervals during your Residential Rental Agreement. In Victoria, the first one is after 3 months, then 6 monthly thereafter. You will be provided with written notice of all inspections. This communication will specify a time frame when the inspection will be carried out. Unfortunately due to time constraints, it is not usually possible to alter the inspection time. You don’t have to be present, but are most welcome to be there so we can discuss any issues or concerns that you may have in relation to your tenancy.
Insurance
Change of Contact details
Change of Contact details
The Rental Provider is responsible for insuring the property. Please note that the Rental Provider is not responsible for any damage caused to your own personal contents. We recommend you arrange your own contents insurance for the duration of your tenancy so your valuable belongings are covered.
Change of Contact details
Change of Contact details
Change of Contact details
Please ensure that you notify us immediately of any change to your work, home, mobile or email address. This is to ensure that we can contact you should the need arise, especially in case of emergency.
Utilities
Change of Contact details
Utilities
It is your responsibility unless advised otherwise to have the utilities (gas, electricity, telephone, internet) connected in your name. You must have all accounts finalised when you vacate. Please advise if you have arranged your own connections, so we can ensure the mains are in the ‘OFF’ position to help you.
MyConnect can organise your connections if you haven’t done so. Contact us if you require this service.
Vacating of Premises
When you decide to vacate the property you are required to give 28 days notice in writing. Your notice may be mailed or emailed to us, however the 28 days notice will commence from the time it is received and not the date it is sent. It is the tenants responsibility to ensure that the notice is received by the Rental Provider and or his/her agent. We will then send you all the information to assist you in this process.
Breaking your Lease
Your Residential Rental agreement is a legally binding contract and thus there is a process that needs to be followed in order to terminate the agreement. In the first instance, please contact your Property Manager to inform them of your intention. They will forward you a ‘termination of fixed term tenancy form’ with details of your obligations. Please note, the office cannot begin to advertise your property for lease until the this form has been signed and returned. In accordance with the Residential Tenancies Act, you will be required to pay all costs incurred as outlined in your break lease form and as detailed in your lease agreement. You are still required to give a minimum of 28 days notice in writing, even in a break lease situation, unless in certain mutually agreed circumstances.
Car parking
Modifications to the Property
Damage to the premises
If car parking is available for your property, renters are to park only in the allocated areas for your specific property, unless otherwise agreed. Please ensure cars are not parked on grass lawns or nature strips as this can cause damage. In the case of apartment buildings, the owners' corporation rules pertaining to vehicles as set for the complex must be adhered to. For oil stains: drip trays are to be kept on the garage floor to protect it from stains. Should damage occur the renter will be responsible for attending to degreasing, this is not considered fair wear and tear.
Damage to the premises
Modifications to the Property
Damage to the premises
The Renter shall ensure that all care is taken to avoid damage to the premises by the Renters themselves or their guests. You are required to give notice to the Rental Provider of any damage to the premises as soon as you become aware of it.
Modifications to the Property
Modifications to the Property
Modifications to the Property
Should you wish to make any changes/modifications to the property including painting, you must obtain written permission from the Rental Provider before any work commences. If consent is given, costs, colours and products used will need to be approved by the Rental Provider.
Sub-Letting & Assignment of Lease
It is a requirement of your Residential Rental Agreement that you seek written permission from the Rental Provider if you wish for another person to move into the property. Any additional occupant will be required to complete an application form which will be processed, references checked and then presented to the Rental Provider so that they can consider the suitability of the additional occupant. If the Rental Provider does consent to you sub- letting, you as the primary tenant will be responsible to ensure that all rental is paid on time and that there is no damage is caused to the property. If there are changes to tenancy agreements and bonds, there is a fee applicable for this to cover the administration involved in this process.
Gardens
Cleanliness
Gardens
I If you have gardens with your property, it is a requirement of your tenancy that you maintain the garden on an ongoing basis, unless otherwise mutually agreed with the Rental Provider. This includes but is not limited to mowing, weeding, trimming, pruning and keeping paths free from debris. It is also your responsibility to remove all debris produced through the general gardening.
Pets
Cleanliness
Gardens
The Renter shall ensure that all care is taken to avoid damage to the premises by the Renters themselves or their guests. You are required to give notice to the Rental Provider of any damage to the premises as soon as you become aware of it.
Cleanliness
Cleanliness
Cleanliness
Should you wish to make any changes/modifications to the property including painting, you must obtain written permission from the Rental Provider before any work commences. If consent is given, costs, colours and products used will need to be approved by the Rental Provider.
Repairs & Maintenance
It is important when you notice a maintenance issue that you inform our office as soon as possible, in writing. Jobs requiring attention by tradespeople firstly require permission from the Rental Provider. Once the Rental Provider’s approval has been obtained, a work order is forwarded directly to the specific tradesperson, who will then be in direct contact with you to arrange a convenient time to address the approved maintenance. Please be aware that works carried out on the property by any person not approved under a work order from Coad Real Estate may result in your liability to pay the account.
Emergency Repairs
You will find details in the following link of approved contacts for emergency repairs. We ask that you always try to contact your Property Manager first, however if it is after hours and you cannot contact the Property Manager, you are permitted to contact the emergency contractors directly.
The legislation is specific about what constitutes an emergency repair and it’s important that you know that should the issue not be deemed an emergency, you may be responsible for the account.
An emergency repair is something that is likely to cause injury, undue inconvenience, or which makes the property unsafe or insecure. eg: burst water service, broken toilet (where there is no other toilet), serious leak or serious electrical fault.
Keys
Rubbish & Rubbish bins
Rubbish & Rubbish bins
We have a spare set of keys in our office. Should you lose your keys or lock yourself out you may pick up our management set during office hours (providing photo ID) to have replacements cut at your expense, having the keys returned back to us within 24hrs. If this happens after hours, you will need to contact a locksmith to gain access, also at your expense.
Rubbish & Rubbish bins
Rubbish & Rubbish bins
Rubbish & Rubbish bins
Rubbish must be placed in bags and in the appropriate rubbish bins or chutes. Items are not to be left on rubbish room floors or bin corrals in blocks of units as it can cause health issues. If you are in a house or small unit complex, please refer to your local council website for bin pickup days. If you are in a large apartment complex, please refer to signage around the property about disposal of rubbish accordingly.
Smoking
Rubbish & Rubbish bins
Smoking
It is a condition of your Tenancy Agreement that you are not to smoke inside the premises at any time. If evidence is found of damage caused from smoking, you as the renter will be responsible for the cost of repair such as burn marks, odours, washing down walls & ceilings etc. We also reserve the right to demand these matters be rectified immediately, via a Breach Notice as this will be considered breach of your tenancy agreement, should we find evidence of smoking inside the property.
Maintenance
Air Conditioners
It is important that you clean your air conditioner filter on a regular basis (we recommend at least 3 monthly). This ensures that your air conditioner will continue to perform in peak condition and to maintain pure air quality for all occupants and visitors of the property.
Most filters are synthetic, so to clean your filter, lift the front cover, remove the filter and clean with mild detergent with luke warm water. Ensure that you thoroughly rinse and dry the filter before replacing it in the unit. If the filter is not synthetic however, please contact our office for further information and cleaning instructions.
Sink blockages
First, try using some Draino or similar product to clear the blockage. You could also try pouring boiling water down the sink to free up old soap or hair or try the same with the kitchen sink to remove old food from the kitchen waste.
Ensure that no foreign objects have found their way into the pipes. Some items that can cause problems are: teaspoons or small cutlery & paper towel. Blockages founds to be caused by foreign objects are the renters responsibility.
Plumbing
It is extremely important that you do not pour fats / oils or put other food scraps down the drains. Over a long period of time this will cause problems with the drains, or septic system. This can result in an inconvenience to you as the renter with drainsbacking up and not draining properly. It is also detrimental to the environment.Do not flush sanitary products, disposable nappies or nappy wipes down the toilet. Even flushable wipes are not suitable for most systems. These items do not break down and cause obstructions in the drainage system. If these items are flushed and cause a blockage you will be held responsible for the cost of the repair.
Lights or Powerpoints not working
No power to the property or no lights or no power points working? Firstly check with neighbours if they have power or on your phone for any power outages in the area. If this is not the case and you can see lights on in the neighbourhood, check the meter box. In most cases the problem will be that a fuse or safety switch has tripped. This can sometimes happen if you have a faulty appliance or if you have too many appliances switched on at the same time. Take special note of any switches that are in the off position in the meterbox, then turn off all powerpoints with appliances in the house. Then if safe to do so, you will need to turn all switches to the on position, if the switches in the meterbox flick back to off, call our office or an after hours electrician to attend. If they stay on, turn each appliance on, one at a time. If the safety switch trips when you turn on the toaster, kettle etc. then it is likely that particular appliance is faulty or has just become faulty. Keep in mind that it can sometimes be the fridge or other major appliances that have recently become faulty. If you are unsure of this at any stage or there is any sparking in the fuse box, PLEASE DO NOT TOUCH ANYTHING, and call our office or after hours electrician immediately to attend.
Hot Water Services
How to recognise abnormal operation of your hot water service:Pressure and temperature relief valve runningIt is normal for these valves to allow a small quantity of water to escape during the heating cycle and the unit expands and contracts. The amount of discharge will depend on hot water usage. As a guide, if it discharges more than 20 litres of water in 24 hours, please contact our office.
No hot waterCheck that a hot water outlet is not open eg. the shower is running or tap left on.Carefully review your family’s water consumption. Have you used all the hot water for that day? On average (depending on length), a 250 litre hot water service should provide 6 showers. Did you wash in hot water? If you are quite sure that you could not have consumed all the hot water, check your meter box. Has the isolation switch tripped? Most hot water services have a heating element and a thermostat. If you have not consumed your hot water, it is possible that the element or thermostat is faulty and requires repair or replacement. Please contact our office and we will arrange for a plumber to attend to the replacement/ repair of your hot water service.
Garage remote control not working
First, check the battery in the remote as this is the most common cause. Otherwise, check that the combination in the remote is the same as the combination on the panel in the garage. This is not always possible depending on the type of remote. If there has been a power outage you will be unable to open the automatic door unless you activate the manual release mechanism. Each door can be different, so we recommend YouTube for videos for this, then this may need re- setting once the power has been restored in order to re-activate the automatic process, which usually involves pressing the remote several times to get it to latch on to the auto setting again, which is very visual if standing in the garage itself. If it is on manual the remote control will not work. However, you should be able to manually operate the garage door. If you need assistance with this, or none of the above are applicable, please contact our office for assistance.
Mould and Mildew
From time to time some householders raise the question of mould and mildew in a household or residential rental accommodation. The following information has been prepared from available technical and other literature. Three conditions have to be present for the growth of mould; mould spores, a surface with sufficient food source to maintain life and a source of moisture. Mould spores are in the air everywhere. Any thought of excluding them from a household can be forgotten. There is nearly always a surface with sufficient food source to maintain life such as foodstuff, cooking fumes, or even dust. These conditions are invariably present in all households. There remains the third condition, and that is moisture within a household that comes directly or indirectly from the people who live in it. Washing, cooking and drying operations are obvious sources of moisture but moisture also comes from the inhabitants themselves.