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propertymanagementGUIDE

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“THE ESSENCE OF A SUCCESSFUL AND TROUBLE-FREE PROPERTY INVESTMENT IS AN EFFECTIVE COMMUNICATION BETWEENTHE LANDLORD, THE AGENT AND THE TENANT.”

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Welcome to Xynergy!It is with great pleasure to welcome you as a new member of Xynergy Realty landlords.

I am very delighted that you have chosen our property management team and trusted your valuable asset with us. We understand that your real estate investment is one of your most valuable assets and will be treated as such through care by our experienced property management team.

Much has been achieved, but the future awaits with many more opportunities and bigger things. We believe that your participation on

for all of us. But most importantly, we believe that our team will bring you the greatest, easiest and most fun experience in your journey of being a landlord.

Once again, welcome on board and we look forward to providing you with exceptional service by placing your needs as our priority in our day-to-day operations.

Yours Sincerely,

Bruce Oliver

GREETINGS FROM OUR GROUP MANAGING DIRECTOR / CO-FOUNDER

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WHY XYNERGYWith the knowledge, passion and over 25 years of combined experience, Xynergy Realty is recognised as one of the leading real estate agencies in

Australia.

Here at Xynergy Realty, we are experienced in the Australian real estate market, managing close to 2500 properties throughout Melbourne. We have successfully established a local representative in Sydney as well to complement our Oakleigh, Altona, South Yarra, and Melbourne Australia. We also operate in several notable cities in Indonesia, including Jakarta, Surabaya, Bandung, and Medan, to name a few. We strive to create opportunities for investors in the real estate market and to continually upgrade and evolve our services.

What separates us from the rest is that at Xynergy we:• Provide our clients with the most personalised service. We understand that

your property investment is one of your most valued assets and should betreated as such through care by experienced professionals.

• Direct your enquires with the excellent assistance of our multilingual propertymanagement and leasing team who are committed to achieving highperformance levels.

• Ensure to always respond to your enquiry within 24 hours and provide youwith the best options and solutions in regards to your investment propertiesthat suit your goals and requirements.

• Consistently administer thoughtful, targeted application of proven real estateand marketing strategies for your property.

• Go for the extra mile by providing FREE Property Appraisal and StrategicRental Overview.

We believe that our clients are the reason we are in the business. Therefore, their satisfactions are Xynergy’s prime concern and focus in our day-to-day operations.

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• Lease preparation of the property; includes marketing campaign and Open For Inspection

• Tenancy Applicants background check and recommendation

• Lease agreement preparation and execution

• Liaise with the owners corporation, facility manager, and/or third party

• 6 monthly routine inspection(s) - Landlord report and photos as requested*

• Arrears control (rent recovery process)

OUR SERVICE LEVEL

• Bond collection and lodgement to Residential Tenancies Bond Authority (RTBA) - Requires 6 weeks rent

• Rental collection through BPAY, direct debit system or credit card payment

• Periodical disbursement to landlord and statements*

• Keep records of recoverable outgoings in an auditable government regulation standard

• Keep records of maintenance quotes and invoices

• Provide annual review of rental market

• At the end of tenancy term, check the premises to the make good clause

• Assist in insurance claim process• Tribunal & court appearance on

behalf of the landlord*

*Conditions apply

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The following steps are some recommendations on preparing your property :

• The property and all its inclusions are to be cleaned and to comply with regulations • A Safety Switch to be installed for the power circuit• Ensure all windows and doors, including cupboard doors open and close easily• Ensure all locks are secure and operate • A full set of keys is provided. The agent must keep one full set to allow access to the property when required• All carpets are professionally cleaned• Pest control is current• All smoke alarms are in working order

• Provide us the copies of operating instruction or manuals for appliances• Arrange for lawns to be mowed, gardens to be mulched and weeded prior to the tenants moving in

If the property is your own home, then we suggest the following:• Re-direct all mails via Australia post• Notify council of your forwarding address for Rate Notices if you have not instructed us to manage the payment• on the day you move out, and provide them with your forwarding address

PREPARING THE PROPERTY FOR RENT

*Detailed checklist is available upon request

*

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One of the most commonly asked questions when renting out the property, the answer is generally up to you, and it depends on the needs and wants in terms of your rental income expectation.

Based on our experience, a furnished property will generate more rental income, but may attract short-term tenants. An unfurnished property, on the other hand, normally generates lesser rental income comparatively, but the tenants are more long-term and stable.

The decision is also dependent upon the requirement, the location and the nature of the property itself. We are more than happy to advise you on how to best lease your property.

Our management service includes inventory check for fully furnished apartment at no extra cost*.

*Conditions apply

FURNISHEDOR

UNFURNISHED

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It is one of the most important decisions you need to make regarding your property investment.

We review all tenancy applications as we receive them. We check all references including employment, rental and credit history, and/or personal references. We will then present you with all applications and recommend those who we believe

to be the most suitable tenant for your property. However,

We prepare all the necessary documentations, including the Residential Tenancy Agreement (RTA)/Lease Agreement, Entry Condition Report, and the bond

lodgement to Residential Tenancies Bond Authority (RTBA).

payment are paid, documentations are completed, and keys are handed over. We will send you the copy of the executed Lease agreement for your perusal.

FINDING THERIGHT TENANT

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As part of our services to make sure your property is well maintained and looked after by the tenant, we conduct regular inspections and report back to you.

PROTECTING YOUR PROPERTY

• If maintenance is required, we can arrange and ensure that work is to be completed by reliable and licensed tradespeople, who are also available at short notice should the need be urgent.

• It is important to know that tenants’ maintenance requests are actually handled by trusted tradespeople.

• We guarantee that the works carried out by our tradespeople will maintain your properties in a constantly perfect condition.

MAINTENANCE

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• We conduct a pre-inspection at the commencement of tenants occupancy to ensure that they are not held responsible for damage at the ending of their tenancy which may be caused by prior occupiers.

• Routine inspection will be conducted on a 6-month basis or as per agreement. We

them to set the most convenient time for us to visit the property.

• The inspection is held for us to help occupiers in giving advice of the property condition, and also a good chance for occupiers to point out any maintenance that needs to be done.

• Any tenant requests will be discussed with you, and all work is undertaken based on your approval.

ROUTINE INSPECTION

Whilst we have put in place the best possible checks as lawfully permitted, it is not within our capability to predict tenant’s future ability in meeting their obligations. Although it is not compulsory. We highly recommend all landlords to arrange for landlord insurance to protect you from unforeseen losses, such as: absconding tenants, untenantable property, prevention of access or any tenant hardship (brochures and further explanation are available upon request.)

LANDLORD INSURANCE

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We implement a company policy whereby tenants are encouraged to use BPAY or direct debit system for paying rents to ensure non-payment or late-payments are kept at minimum. In addition, we use a reliable integrated database management system to monitor tenants’ payment schedules to ensure they pay their rent on time.

Rent payments will be disbursed to your nominated bank account as agreed in the Landlord Instruction Form within 5 business working days from the tenant’s date of

payment. This time frame allows for clearance period between banks.

RENT PAYMENTS

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Unlike property valuation, rental appraisals are provided FREE by us, your property management team. Determining the value of your rental property

as how much your property will lease for, current demand for properties in the surrounding area as well as advice to improving your success in

leasing the property will be presented upon your request.

RENTAL APPRAISALS

We constantly monitor the rental market situation. 3 months prior to the expiration or renewal of each tenancy, we will review the rental yield of your property, identify all available options and make a recommendation to you to strategically price the rent.

We believe in creating wealth for our clients, that is why we always ensure your property produces optimum yield (maximum return with minimum vacancy).

RENT REVIEWS

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As your agent, our actions and responsibilities are bound by sets of regulations and documents. We, at Xynergy, will manage your property investment to the extent set out on these documents:

1. Exclusive Leasing and Managing Authority (ELMA)

2. Landlord Instruction Form

3. Marketing Tools Kit Form

DOCUMENTS

Having a good tenant for a long period can help you save money in advertising and leasing fees as well as avoiding vacancy down time. However, if for any reason you decide to no longer pursue the contract with your current tenant after the lease expires, we will contact your tenants 60 days prior to the end of the lease. This gesture will help them and allow all of us plenty of time to plan our next step forwards.

LEASE RENEWAL

A legally binding contract signed between you and Xynergy (agent). Upon signing, you are giving us exclusive

us to manage your investment property. All fees that the agency charges are detailed in this document.

This document contains information about the detail of the property

in managing your investment, for example the property features, insurance details, bills and outgoing management, bank account details and other requirements.

This document contains information on your choices of marketing campaign and fees that are involved when promoting your properties through our media channels.

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COSTS OF KEEPINGA PROPERTY INVESTMENT

1. Agent Fees and Charges

• Leasing (or Letting) fee

• Re-leasing (or Re-letting) fee

• Management fee

• Marketing fee

2. Property Outgoings

• Council Rates

• Water Service, Sewerage and ParkCharges

• Owner Corporation Fee or Levy

• Other Expenses

This is the initial set-up cost for letting andplacing a new tenant, and is charged atthe beginning of each tenancy agreement.

It is an administration fee, for processlease extension when the existing tenantswish to renew or extend their tenancycontract.

An ongoing management fee which isdeducted out of the rent before beingtransferred to your nominated account.

This cost may be incurred when weadvertise your rental property. Costwill vary depending on your chosenadvertising strategy.

It is a contribution to the local councilwhich each property owner needs topay every year. The amount varies fromcouncil to council, and depends on thetype, size and the value of the property.

amount to pay for the contribution to themaintenance of water supply network,including: water mains, pumping stationsand meters, to ensure a high-quality andreliable supply of water to the property.

amount to pay for the contribution to the

maintenance of the sewerage network, including: sewer mains, pumping stations and emergency relief structures, to ensure we can reliably transport sewage from our customers to a treatment plant for treatment and disposal.

Park charges are collected once a year on behalf of the Department of Environment. The funds raised go to Park Victoria, Zoos Victoria, the Royal Botanic Gardens and the Shrine of Remembrance for the development, management and maintenance of metropolitan parks, gardens, trails, waterways, and zoos. The valuation by local council determines the level of the charge.

While the water usage is paid by the

above must be paid by the property owner in quarterly basis.

As it is also commonly known asBody Corporate fee is a contributionpaid to a management company who isresponsible for the use and maintenanceof the common area, to cover the costs ofadministration – such as management fees, security, cleaning, repairs, maintenanceand insurance of the building and common property, including all the lifts, swimmingpool, gym or BBQ area.

These might include statement fees,administrative, and/or postage costs,tribunal appearances, etc.

In typical situations, the landlordor property owner would receiveapproximately 71% of the gross rentalincome, after paying all outgoings andagent fees.

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The essence of a successful and trouble- free

between the Landlord, the Agent and the Tenant. At Xynergy, it is our role as your agent to manage this communication, so that you are constantly aware and informed about the status of your property investment.

We will always act in your best interest, at the same time operate within our capacity to comply with the regulations set out by Victorian Civil and Administrative Tribunal (VCAT) and Real Estate Institute of Victoria (REIV) in managing your investment property, so you have a peace of mind knowing that your property is in good hands, and working hard for you to generate the investment return.

We look forward to your cooperation in these areas, and to a long and mutually rewarding association.

OUR PROMISE TO YOU

CLIENTS TESTIMONIALSWhat our clients say about us..

Management team is always very prompt at returning emails and phone calls and providing all the information and support I need.”

- Carol S, Belmont

“Xynergy Realty recently took over the Property Management of my Northcote property.I had been unhappy with my previous Property Manager and was looking to take my business elsewhere when Xynergy took over. What a great team they are! Xynergy Realty Property Management team is proactive, friendly and very prompt when responding to requests. I feel that my investment is a lot more secure now that Xynergy Realty is taking care of it! I would highly recommend Xynergy for managing rental properties....Keep up the good work!”

- Jody F, Fawkner

by completing maintenance requests when need be.”

- Debra Y,

anagement”

- Neisha A,

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25 Malcolm StreetSouth Yarra, VIC 31411300 884 1681300 884 138info@xynergy.com.au

19 Station StreetOakleigh, VIC 316603 9017 588103 9563 3127info.oakleigh@xynergy.com.au

114-116 Queen StreetAltona, VIC 301803 9398 84001300 884 138info.altona@xynergy.com.au

South Yarra Office Oakleigh Office Altona Office

Suite 411/434 St Kilda RoadMelbourne, VIC 300403 9676 941103 9676 9422info.melbourne@xynergy.com.au

Melbourne Office

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DISCLAIMERPublished by © Xynergy Realty, 2019. All rights reserved. The opinions expressed in this publication, including the opinions expressed by the authors and articles, and other pieces are general advice in property and it should not be construed as specific investment recommendations or advice. The author, publisher, distributor and provider provide no warranty about the content or accuracy of content enclosed. Information provided is subjective. Price is subjected to change. Keep this in mind when reviewing this catalogue. You, the viewer, should seek personal advice from a licensed agent representative, or a licensed estate agent and/or a licensed financial services

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