Finding a tenant is only part of the leasing process. Before your new tenant moves into your investment property, there is a lot that needs to happen behind the scenes to make sure the property is safe, compliant, clean and ready for handover.
A good property manager should take care of much of this process for you. Their role isn’t simply to advertise the property and collect rent. From coordinating maintenance and checking compliance to preparing the tenancy paperwork and completing the entry condition report, the work done before move-in can set the tone for the entire tenancy.
If you’re a landlord, here’s what you should expect your property manager to do before your tenant receives the keys.
1. Make Sure the Property Is Ready for a Tenant
Before a tenant moves in, your property manager should complete a thorough check of the property and identify anything that needs to be addressed.
This includes looking for obvious maintenance issues such as:
- Leaking taps or toilets
- Faulty lights or power points
- Damaged doors, locks or windows
- Broken appliances
- Issues with air conditioning or heating
- Damaged flooring, walls or fittings
- Garden or outdoor maintenance
- Any other issues that could affect the tenant’s use of the property
Ideally, these issues should be addressed before the tenancy begins rather than waiting for the tenant to report them after moving in.
Your property manager should also communicate any recommended repairs or improvements with you as the landlord, giving you the opportunity to approve the work before the tenant moves in.
2. Check Safety and Compliance Requirements
Property managers have an important role to play in helping landlords meet their responsibilities around rental property safety and compliance.
The exact requirements can vary between states, so your property manager should be familiar with the relevant legislation for your property and identify anything that needs to be completed before the tenancy starts.
This may include checking requirements relating to:
- Smoke alarms
- Electrical safety
- Pool safety, where applicable
- Locks and security
- Minimum property standards
- Gas appliances, where applicable
- Other state-specific compliance requirements
For example, smoke alarms need to meet specific requirements and should be checked before a new tenant moves in. Many property managers work with specialist compliance providers to arrange inspections and servicing where required.
A good property manager should not leave you to work out these requirements yourself. They should help identify what needs to be done and coordinate the appropriate contractors where necessary.
3. Arrange Any Necessary Repairs and Maintenance
Once the property has been inspected, your property manager should organise any outstanding maintenance that needs to be completed before the tenancy begins.
This is particularly important if the property has been vacant for a period of time. Small issues can become more noticeable when a property is empty, and it is much easier to complete repairs before a tenant has moved furniture in.
Your property manager should coordinate with trusted tradespeople, obtain quotes where appropriate and keep you informed about the work being carried out.
The aim is simple: when the tenant walks through the door for the first time, everything should be working as expected.
4. Arrange Professional Cleaning
The property should be presented in a clean and well-maintained condition when the tenant moves in.
Depending on the property, this may involve arranging:
- A professional internal clean
- Carpet cleaning
- Window cleaning
- Oven and appliance cleaning
- Bathroom cleaning
- Garden maintenance
- Removal of rubbish or unwanted items
- Pest treatment where required
The standard you establish at the beginning of the tenancy is important.
A clean property, combined with a detailed entry condition report, gives both the landlord and tenant a clear starting point. It also makes it easier to assess the property’s condition at the end of the tenancy, allowing for fair wear and tear.
Your property manager should be able to advise you on what cleaning or maintenance is appropriate before the property is handed over.
5. Complete a Detailed Entry Condition Report
One of the most important things your property manager should organise before move-in is the entry condition report.
This document records the condition of the property at the beginning of the tenancy. It should be thorough and cover the property’s rooms, fixtures, fittings, appliances and outdoor areas.
A good condition report should be supported by clear photographs so there is a visual record of the property’s condition.
Your property manager should document things such as:
- Walls and ceilings
- Floors and carpets
- Doors and windows
- Kitchen and appliances
- Bathrooms
- Light fittings
- Built-in storage
- Outdoor areas and gardens
- Garages and parking areas
- Any existing damage or wear
This isn’t an area where you want your property manager to cut corners. A detailed report can be extremely valuable if there is a disagreement about the property’s condition when the tenant moves out.
6. Prepare the Tenancy Agreement and Required Documents
Before the tenant moves in, your property manager should ensure all required tenancy documentation has been prepared and completed correctly.
This will generally include the residential tenancy agreement, entry condition report and information relevant to the tenancy.
Your property manager should also make sure the tenant understands important practical details such as:
- How to pay rent
- How to report maintenance
- Who to contact in an emergency
- How to access the property
- Any relevant property rules or requirements
- What to do if they have questions about their tenancy
Getting the paperwork right from the beginning helps avoid confusion later.
7. Make Sure the Bond and Rent Arrangements Are Organised
Your property manager should also make sure the financial side of the tenancy is ready before handover.
This includes confirming the agreed rent, payment arrangements and bond requirements, as well as ensuring the bond is handled in accordance with the relevant state requirements.
A professional property manager should have a clear process for managing these details so you aren’t chasing paperwork or trying to work out what needs to happen next.
8. Organise Keys, Remotes and Access
It sounds simple, but making sure the tenant has everything they need to access the property is an important part of the handover process.
Your property manager should organise and check:
- Property keys
- Garage remotes
- Mailbox keys
- Security fobs or swipe cards
- Alarm information
- Building access instructions
- Any other access devices
They should also make sure the keys and remotes actually work.
If the property is in an apartment or complex, there may be additional access requirements that need to be explained to the tenant before move-in.
9. Complete a Final Walk-Through
Before the tenant moves in, your property manager should ideally complete a final check of the property.
This is an opportunity to make sure any agreed repairs have been completed and that the property is genuinely ready for handover.
They should check things such as:
- Lights and power
- Taps and toilets
- Hot water
- Air conditioning
- Ceiling fans
- Kitchen appliances
- Doors and locks
- Garage doors
- Smoke alarms
- Outdoor areas
If something isn’t working, it is far better to identify it before the tenant arrives than receive a maintenance request on moving day.
10. Give the Tenant a Clear Point of Contact
A tenant should know who to contact if they have a question or something goes wrong once they move in.
Your property manager should provide clear instructions around how the tenant can contact the property management team and how maintenance requests should be submitted.
This is particularly important during the first few days of a tenancy. Moving into a new property can come with plenty of questions, and clear communication from the beginning can help establish a positive relationship between the tenant, property manager and landlord.
11. Keep You Informed Throughout the Process
While your property manager should handle the day-to-day preparation, you should still be kept informed about anything that requires your attention or approval.
For example, your property manager may identify:
- Repairs that need to be completed
- Compliance work
- Recommended improvements
- Cleaning requirements
- Maintenance costs
- Issues that could affect the property’s rental appeal
A good property manager should be proactive rather than simply waiting for you to ask what is happening.
The goal is to make the process easy for you while ensuring you remain informed about your investment.
What Should You Expect From Your Property Manager?
Ultimately, your property manager should take ownership of the pre-tenancy process.
That doesn’t mean they will automatically cover every cost or make every decision on your behalf. As the property owner, there will be certain expenses and decisions that require your approval.
However, your property manager should be able to identify what needs to be done, explain why it is necessary, coordinate the relevant trades or services and make sure everything is ready before the tenant moves in.
This is one of the key benefits of professional property management. You shouldn’t have to coordinate the cleaner, chase the electrician, organise the smoke alarm check, prepare the condition report and arrange the keys yourself.
While some landlords choose to manage these tasks themselves, it can quickly become time-consuming, particularly when you’re trying to coordinate multiple contractors, stay across compliance requirements and prepare the property within a specific timeframe. What seems like a straightforward handover can involve far more detail than simply finding a tenant and giving them the keys.
A good property manager takes those tasks off your plate. They know what needs to happen, when it needs to happen and who needs to be involved, giving you the confidence that your property is ready before the tenant moves in.
A Smooth Start Sets the Tone for the Tenancy
The period between finding a tenant and handing over the keys is an important part of property management.
A property that is clean, compliant, well-maintained, and properly documented gives the tenant a positive first impression and gives you, as the landlord, a stronger foundation for the tenancy.
For landlords, particularly those who are new to property investment, having an experienced property manager oversee these details can make a significant difference. You don’t need to spend your evenings organising trades, checking compliance requirements or trying to work out which documents need to be completed. That’s what you’re paying a property manager to handle.
At PMC Property Management, we take care of the practical details involved in preparing your property for a new tenant, while keeping you informed throughout the process. From maintenance and compliance to tenancy documentation and inspections, our role is to help make owning an investment property as straightforward as possible.
Thinking about changing property managers or preparing an investment property for a new tenant? Get in touch with the PMC Property Management team to find out how we can help.