Tick-box peace of mind—that’s what this article promises. Over the next few minutes you’ll see every core duty an Australian property manager must handle, from setting a fair rent to returning the bond, distilled into a 20-point checklist you can print, share with your team or keep beside the keyboard for quick reference.

Why a checklist? Because missed steps cost money and trigger tribunal headaches. A systematic routine protects everyone: owners keep their rental income flowing, tenants live in a safe, well-maintained home, and managers reduce the risk of breach notices, fines or insurance knock-backs. The duties themselves aren’t plucked from thin air; they’re anchored in the Residential Tenancies Acts of each state and federal safety laws that set minimum standards for smoke alarms, gas, pool fences and more.

To make life simple, the checklist follows the natural life-cycle of a tenancy. You’ll start with market appraisal and advertising, move through screening, inspections and repairs, then finish with vacate procedures, cleaning and end-of-financial-year reporting. Each point is numbered, actionable and flagged with the relevant legal hook so you can tick, comply and move on.

1. Conduct Accurate Market Rent Appraisals

Nailing the asking rent is the quickest way to keep days-on-market short while still maximising yield for the owner.

What this responsibility covers

Comparable rents, vacancy rates
Property features and upgrades
Suburb median growth trends

Action checklist for managers

Record 3–5 comparables
Use state rent tools
Give written advice to owner

Legal & compliance notes

No discriminatory pricing
WA: 6-month, VIC: 12-month increase rules

2. Advertise and Market the Property Professionally

Once rent is set, persuasive marketing slashes vacancy days and attracts applicants who already grasp the property’s key features.

Essential tasks

Write crisp copy and hire a pro photographer.
List on realestate.com.au, Domain and local Facebook groups.
State pet policy, NBN status and included furnishings.

Practical tips

Shoot photos mid-morning for soft light.
Add a floorplan to deter tyre-kickers.

Legal do’s & don’ts

ACL bans exaggerating size or amenities.
NSW ads must display total weekly rent, fees included.

3. Conduct Comprehensive Tenant Screening

A watertight vetting routine filters out arrears-risk applicants without crossing privacy or discrimination lines.

Key components

100-point ID check
TICA/NTD tenant database
Employer & agent references
Rent ≤ 35 % of net income

Step-by-step process

Issue digital application (Ignite/1Form).
Verify ID and income inside 24 h.
Call referees; skim socials for red flags.

Privacy & discrimination safeguards

Encrypt files; delete after statutory period.
No rejection on race, family status, disability, etc.

4. Prepare and Execute the Residential Tenancy Agreement

Once an applicant is accepted, the lease paperwork must be watertight—it codifies rights, money, and house rules for all involved.

Critical inclusions

Term, rent, bond, occupants, pet clause
Attach prescribed state information booklets

Signing procedure

E-sign via DocuSign; timestamped copies auto-filed
Collect bond and first rent before keys

Statutory requirements

Lodge bond within 10–14 days
Give tenant signed lease within required timeframe

5. Complete Detailed Entry (Ingoing) Condition Report

A thorough ingoing report captures the property’s condition before keys change hands and stops ‘he-said, she-said’ dramas.

What to document

Photos of every wall, floor, ceiling, appliance (brand/model)
Record water, gas, electricity meter readings
Note cleanliness; separate fair wear from damage

Best-practice tools

Inspection Express app for date-stamped photos
Duplicate report to tenant; 3–7-day comment window

Why it matters legally

Primary evidence for bond claims; tribunals favour detailed, photographic proof

6. Collect and Receipt Rent on Time

Consistent, traceable rent collection underpins cash-flow and keeps everyone out of arrears trouble.

Day-to-day workflow

Set unique BPAY/DEFT reference for each tenant.
Auto-issue a receipt the moment funds hit the trust.

Arrears management protocol

Day 2: SMS nudge.
Day 5: phone call.
Day 8: statutory breach notice, then termination if unpaid.

Trust accounting obligations

Daily reconcile the trust account.
Store sequential, tamper-proof receipts.
Independent audit each year (certificate lodged with Fair Trading).

7. Manage Routine Inspections Proactively

Routine inspections stop minor faults turning into tribunal claims and show landlord and tenant the agreement is being taken seriously.

Frequency & notice periods

Most states limit to four a year; give 7 days’ written notice
First check at 3 months, then every 6 months thereafter

What to inspect

Smoke alarms, leaks, mould, gardens, unapproved pets/occupants
Photograph evidence; mark fair wear versus damage

Communication & follow-up

Report with photos to owner within 48 h
Email tenant breaches and maintenance schedule; diary re-inspection

8. Coordinate Repairs and Preventive Maintenance

Fast, documented maintenance keeps rent flowing and insurance valid—ignore it and both tenant comfort and landlord wallets suffer.

Types of maintenance

Urgent: burst pipe, no-hot-water system
Routine: dripping tap, broken blind
Planned: annual gutter clean, pest spray
Safety essentials: smoke alarms, RCD tests, pool-gate latches

Workflow for property managers

Log request via tenant portal.
Triage urgency, dispatch preferred trade.
Get owner go-ahead unless an emergency.
Upload invoice plus before/after photos; mark job closed.

Risk & compliance

Tribunals can order rent reductions for delayed urgent repairs.
WA: smoke alarms must be under 10 years old and tested within 30 days of lease commencement.

9. Ensure Safety Compliance (Smoke Alarms, Electrical, Gas)

One faulty smoke alarm or gas leak can end in court. Each state sets strict test schedules a manager must log and prove.

Mandatory checks

Smoke alarms in every bedroom; test, clean and swap batteries yearly.
RCD/safety switches (WA needs two) electrician-test annually.
Gas heaters & cooktops: licensed service at least every 2 years.

Record-keeping

Store certificates in cloud folder; set calendar expiry alerts.

Penalties for non-compliance

Fines top $7 000; insurance can refuse claims if checks lapse.

10. Manage Water, Utilities and Council Rates

Bill utilities correctly or risk footing costs the tenant should pay.

Billing arrangements

Separate meters: owner service, tenant usage.
Embedded network: confirm on-billing agent.
Water usage only if water-efficient.

Practical tips

Photo meter at entry/exit.
Download rates for EOFY.

Legal specifics

NSW: need efficiency proof + reading.
QLD: tenant pays if lease & certificate.

11. Handle Landlord Insurance & Risk Mitigation

Insurance shields cash flow and lets managers approve repairs without sleepless nights.

Why it’s crucial

Covers lost rent, damage, liability; one uninsured hit can erase 12 months’ yield.

Manager’s role

Provide PDS, highlight exclusions (pets, mould).
Gather evidence, lodge claim within insurer deadlines.

Best practice

Diary renewal; warn owner 30 days out.
Recommend bundled building-landlord cover for discounts.

12. Keep Trust Account & Financial Records Audit-Ready

A squeaky-clean trust ledger is what keeps your licence safe and Fair Trading off your back. Daily reconciliations and neatly coded invoices mean you can pass an audit—and answer owner queries—without breaking a sweat.

Daily & monthly tasks

Receipt funds, reconcile bank daily
Issue owner statements at month-end

EOFY preparation

Export income/expense CSV for accountant
Attach depreciation and insurance schedules

Compliance reminders

Independent trust audit; lodge certificate within 3 months
VIC: notify Business Licensing Authority of account details

13. Communicate Regularly with Landlords

Among [core property management responsibilities](https://fivestarcarpetcleaningperth.com.au/professional-property-management/), proactive communication sits at the top. Regular, structured updates reassure owners their asset and cash flow are being managed professionally.

Expected cadence

Fortnightly vacancy updates
Immediate repair alerts
Quarterly KPI reports

Effective channels

Owner portal
Phone for urgent matters
Video tours for remote owners

Retention tips

Flag rent rises early
Transparent fee menu
Market insights every quarter

14. Tackle Tenant Complaints and Disputes

Quick, impartial handling of complaints stops tempers—and costs—escalating. Stick to a repeatable method and build an evidence trail from the first whisper of a problem.

Typical issues

Noise/party issues
Slow repairs
Bond refunds
Neighbour spats

Structured resolution process

Reply in writing within 24 h.
Collect photos, statements and tenancy docs.
Mediate; agree on a fix or timeline.
File the signed outcome in your CRM.

Tribunal preparation

Bundle all dated emails, notices and inspection reports.
Use the correct state form—NCAT, QCAT, VCAT or SAT.

15. Serve Notices and Handle Breach Procedures

Even the tightest-run tenancy can wobble. When it does, the manager’s job is to issue the right notice, on the right form, with the right lead-time—otherwise any later tribunal claim is dead on arrival.

Common statutory notices

Breach notice
Notice to vacate / termination
Rent increase notice
Entry notice (routine or emergency)

Accuracy matters

Use the current state template
Count notice period from date of delivery, not print
Keep verifiable proof of service (registered post, email read receipt)

Avoiding retaliatory action

Log outstanding repairs before issuing breach
Reference the specific legislative clause for any notice
Never threaten eviction because a tenant asked for maintenance

16. Oversee Lease Renewals and Rent Reviews

Renewal season protects cash flow and lets you align the rent with the current market while avoiding costly vacancy gaps.

Timing

Review rent 70 days pre-expiry
Notify tenant ≥ 60 days in line with state rules

Negotiation & paperwork

Secure owner approval
Send DocuSign renewal or periodic option
Update bond if rent rises

Retention strategy

Keep hike modest to retain quality renters
Sweeten renewal with a minor upgrade, e.g. ceiling fan

17. Manage Vacate Process and Final Inspection

Handled well, move-out day ends smoothly, with bond returned (or claimed) and fresh marketing live before the dust settles.

Pre-vacate checklist

Email cleaning checklist
Utility cut-off advice
Book exit inspection

Bond claim procedure

Match entry vs exit photos
Cost damages, attach invoices
Submit bond refund/claim

Minimising vacancy

Shoot fresh photos early
Advertise same day
Pre-qualify next tenants

18. Facilitate Cleaning and Restoration Between Tenancies

The 48-hour turnaround between departures and fresh keys is when presentation drives rent and slashes vacancy. The manager must orchestrate swift, professional cleaning and minor restorations so new tenants arrive to a home that looks, smells and functions like new.

Scope of work

Steam-clean carpets
Pest spray (pet clause)
Reset smoke alarms

Working with contractors

Use insured trades
Photograph before/after

Cost recovery

Invoice tenant if lease requires
Otherwise owner expense

19. Keep Abreast of Legislative Changes

Parliaments tweak tenancy rules every year—miss one amendment and you could inadvertently breach the Act, expose the owner to fines or void their insurance.

Staying informed

Opt into REIWA, REINSW, REIQ and Fair Trading email alerts
Book annual CPD training; track commencement dates in your calendar

Implementation plan

Refresh lease templates and condition reports within 14 days of any change
Update PM software fields; brief staff at the next toolbox meeting

Communicating changes

Email landlords a plain-English summary; notify tenants in the newsletter
Add a note to marketing listings when new pet or safety rules apply

20. Provide End-of-Financial-Year Statements and Reports

June 30 creeps up fast; every good property manager must close the books and hand landlords a tax-ready snapshot of twelve months’ cash flow.

Deliverables for owners

Income/expense summary (GST split)
PDF bundle of invoices
Depreciation and insurance certificates
Tenant ledger showing payments & arrears

Data accuracy

Reconcile trust to bank pre-30 June
Correct miscoded or duplicate expenses

Value-add tips

Flag deductible upgrades for tax
Offer referral to a quantity surveyor

Wrap-Up & Practical Next Steps

Following the 20-point checklist eliminates guesswork. Tick each box and you’ll collect rent on time, meet every safety deadline, resolve disputes before they snowball and, most importantly, keep quality tenants renewing year after year. The flow-on effect is tangible: tighter cash flow for the owner, fewer tribunal fees, lower insurance excesses and a property asset that keeps appreciating because preventive maintenance is handled before it becomes expensive.

If you self-manage, print the list, walk through your files and mark any gaps today. Where you spot weak links—especially around end-of-lease presentation—call in professionals rather than risking a vacant fortnight. Perth landlords can outsource Responsibility 18 in one phone call to Five Star Carpet Cleaning Perth and sleep easy.