WHY CHOOSE US? WE SOURCE THE HIGHEST QUALITY TENANTS AND FIND AN APPLICANT YOU ARE HAPPY WITH

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2 WHY CHOOSE US? e Property Management Ltd is an exclusive rental agency based in Auckland. We are a company who choose to focus solely on managing properties and have extensive, up-to-date experience within the rental industry. We are property investors ourselves and we will care for your property as we would our own. We will only ever service a select portfolio of clients, thus ensuring that you will receive first-class, personal service at all times. WE SOURCE THE HIGHEST QUALITY TENANTS AND FIND AN APPLICANT YOU ARE HAPPY WITH 2

3 OUR COMMITMENT TO YOU As e Property Management is a specialised property management business, owners of investment properties are the lifeblood of our business. As an owner, you would be given the individual attention and personalised service as though you were our only client. WE ARE COMMITTED TO GIVING YOU: Maximum returns with minimum vacancy A stress-free management experience Regular feedback Up-to-date knowledge A personalised, high standard of service 3

4 CHOOSING THE RIGHT AGENT Professional property management has become a serious business and it is not as easy as selecting the cheapest agent or the one around the corner. You need to select a property manager who is up to date with all legislative laws, completes ongoing training and is somebody who will care for your property like their own, ensuring maximum returns on your investment. Choosing the right agent can sometimes be a difficult process. Staff turnover is always a problem. You may decide on a specific property management company thinking that they have long-term property managers in place only to find that you have had three or more different property managers in the space of 12 months. At e Property Management we are owner operated and our team has an invested interest insuring a long term relationship. 4

5 HOW WE WILL SECURE A TENANT We will conduct a free rental appraisal using comparative market information. We will take internal and external photos of your property. We will advertise your property on our website on the very widley searched website and also on These listings will contain numerous photographs and a detailed description of your property s attributes.. We can organise an open house inspection so various tenants can inspect your property. We do not hand out keys and inspection times are promoted during the week. We can conduct escorted inspections out-of-business hours seven days a week. We will provide you with ongoing updates of progress in finding a tenant, including the number of inspections, what the tenants thought of your property and the number of website hits that your property received. 5

6 FINDING THE RIGHT TENANT Once a tenant has applied for a property we conduct a thorough application check. THE CHECKS THAT WE COMPLETE ARE: RENTAL REFERENCE We require that all prospective tenants inform us of the details of their previous two addresses. If they have rented properties before, we will contact either the property manager or landlord for a rental reference. EMPLOYMENT REFERENCE We require that the tenants provide us with details proving how they can pay the rent. These include pay slips and an employment contract. If the prospective tenants are currently employed, we will contact the employer to confirm details are correct. If the tenant is self-employed we will request a letter from the tenant s accountant to ensure the tenant is in a financial position to pay the rent. CREDIT CHECK We use Tenancy Information New Zealand (TINZ) to do a thorough Credit check which includes information from 6 sources: T.I.N.Z. (Tenancy Information NZ) defaults, 14 day notices, ratings, Verbal/physical abuse/drug abuse warnings, and photos from our own members Ministry of Justice, Tenancy Tribunal orders The C.I.A. Debt Recovery Group Ltd VEDA ADVANTAGE (previously BAYCORP) LTNZ Drivers License national database MOJ Fines database Once an application has been approved, we will compete a tenancy agreement for a fixed term or periodic tenancy depending on your specific requirements. 6

7 THE ENTRY CONDITION REPORT The entry condition report is the record of the condition of the property prior to the tenants moving in and must be completed prior to that event occurring. This report is used to establish the condition of the property at the start of the tenancy for subsequent comparison of the property s condition when the tenants move out. Such a report prepared by e Property Management normally takes 3-4 hours and also includes a vast catalogue of photos. Although, this process can take significantly longer depending on the style of property. Most property managment companys prepare this report. However, the thoroughness of the report can vary greatly. Once the tenants sign the tenancy agreement, they have seven days to examine the report and make any amendments that they feel are necessary. Once the tenants have returned the completed report, it acts as the basis to the exit condition report conducted at the end of the tenancy. When the report is completed to our standard, it helps protect the owner s asset. Any damage that is not in the condition report but is noted at the end of the tenancy would be the tenant s responsibility (excluding fair wear and tear). The tenants would then be responsible for the repair costs or compensation for the damage. When selecting a property manager, it is a must that you, as owner, review an entry condition report prepared by a prospective property manager to ensure that the report will be done to a standard that will protect your asset. 7

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9 HOW DO TENANTS PAY RENT? NO EXCUSES FOR LATE RENT PAYMENT. We encourage our tenants to pay their rent by Automatic Payment. Payments can also be made 24 hours a day, 7 days a week. over the internet for total convenience. 9

10 ARREARS MANAGEMENT e Property Management download rental payments on a daily basis (business days). This allows us to see any tenant arrears from the start. If any tenant misses a rental payment then this constitutes a breach of their tenancy agreement and we : Contact them straight away advising them of the breach. This is done in either the form of a phone call, text, or . On the first day of the breach we issue the tenant with a written notice in the form of a 14 day notice. This notice requires the tenant to pay the rent arrears within 14 days, or to make an arrangement with epm Ltd to pay the rent, otherwise we can apply to the Tenancy Tribunal to end their tenancy, and for them to pay all the rent owed (Issuing this notice is a requirement of the Residential Tenancies Act and essential if we need to take action through the Tenancy Tribunal to recover the rent arrears) We then continue to contact them on a daily basis to follow up and find out when the missed rental payment will be made. Sometimes missed payments can be the legitimate result of a misunderstanding or payment bank error. But our policy of prompt action and establishing clear and accurate communication lines early to find out the reason for the breach and act accordingly for the situation resolves the problem quickly and without any on-going issues. 10

11 MAINTAINING YOUR INVESTMENT MAINTAINING YOUR INVESTMENT IN THE PROPERTY IS OUR TOP PRIORITY. WE WILL: Carry out regular property inspections, including a detailed inspection report. Take photographs during routine inspections (with tenant s approval) Contact you about maintenance work required and organise quotes for you, if needed. Use your preferred maintenance contractors or we can recommend professional and reliable contractors. Make payment of all maintenance invoices, relevant body corporate fees, rates and insurance invoices directly from the rent paid by the tenants. Keeping track of these payments is made easy with e Property Management paying your invoices from the rent received. 11

12 TRANSFERRING YOUR PROPERTY If your property is currently with another property management company, we can arrange the formal transfer so that we can manage the property on your behalf. AUTHORITY TO ACT ON YOUR BEHALF : You will need to sign our management authority giving approval for us to act upon your behalf. ADVISING THE CURRENT PROPERTY MANAGER : We will draft a letter for you to sign advising the other company of the change of management. We will then send the letter to the current property manager advising of your decision to transfer the management to us. That is the extent of contact you need have with your previous property manager. THE TERMINATION PERIOD : Your Property Management Agreement with your current manager will specify the agreed termination period. We will arrange with them the date on which the file containing details of your property can be collected. THE TRANSFER : Having previously contacted the property manager, we will collect the file including all necessary documentation (such as tenancy agreement, bond forms, application documents, condition reports, rental payment ledger) and keys to your property. KEEPING THE TENANT INFORMED : Once these steps have been taken, we will contact the tenants to introduce ourselves as EPM Ltd acting on your behalf. We will also issue them with new rental payment details, determine if there are any outstanding issues and arrange for a routine inspection. 12

13 WHAT SHOULD NEW LANDLORDS DO? Before renting your property, you might consider taking the following steps to protect yourself, give you peace of mind and set standards for tenants. CARPET CLEANING Carpets should be cleaned prior to a tenancy, desirably by a professional carpet cleaning firm. The tenants are then responsible to have carpets cleaned at the end of their tenancy. GENERAL CLEANING INSIDE AND OUT As with the carpets, the property as a whole should be clean and well-presented from the start of the tenancy. In addition, all lawns, edges and garden beds should be maintained. This will set a standard for tenants to follow from the outset and throughout the tenancy. KEYS TO PROPERTY We are required to supply each tenant with a full set of keys to every lock on the premises. These keys relate to the likes of security screen doors, window locks, padlocks, garage locks and remote controls. We also keep a set of keys for inspections and emergencies. APPLIANCES/WHITEWARE You may have considered leaving such items in your property (e.g. refrigerator, washing machine, dishwashers, alarm systems). If so and that is your choice, you need to be aware that the owner then has a legislative responsibility to maintain these items throughout the tenancy. This includes replacing such items should they break down. 13

14 SERVICE GUARANTEE If you leave a message via any direct contact methods (phone, , fax), it will be returned within one business day. If your property is vacant, you will be contacted at least once per week with an update and the property will be listed on with all suitable photos. The full particulars of any tenancy application and the results of our processing will be discussed with you prior to the applicant being referred to you for approval. Prior to a new tenant entering the property, your Property Manager will inspect the property and complete a detailed entry condition report which will be available to you upon request. Your Property Manager will not spend any money on your property without your approval. In the event of an emergency situation which is threatening further damage to your property or personal injury we will take appropriate steps to minimise the loss. Your Property Manager will monitor the rental payments on a daily basis. Any arrears will be promptly actioned and notices issued on the first business day they are due and vigorously pursued to the full extent allowed by the Residential Tenancies Act. Your Property Manager will inspect your property every 3 months as specified in your management agreement and you will be sent a written report. When the tenant informs us of their intention to vacate the property, you will be advised within one business day and your instructions regarding re-letting will be obtained. Upon the tenant vacating the property, your Property Manager will conduct a vacate inspection within two business days of receipt of the keys from the tenant and report to you on the condition of the property within the next business day. You will be sent your disbursement and a detailed statement, including copies of any repair invoices, within three business days of the last business day of the month. This guarantee does not apply in the event of a natural disaster, act of war or terrorism, or the interruption of an essential service provider such as electricity, telecommunications, or banking facilities. Business Days are Monday to Friday inclusive. 14

15 FEES & CHARGES LETTING FEE (PAYABLE BY TENANT) ONE WEEKS RENT + GST Take digital photos of property. Arrange property description, photos and copy write on websites and Meet prospective tenants at property for arranged open for inspection. We do not hand out keys. Process tenancy applications.arrange ongoing paperwork tenancy agreement, condition report, etc. Lodge the bond with the Department of Housing and Building. Check applicants on Tenancy Information New Zealand (TINZ) database. CREDIT CHECK (PAYABLE BY PROPERTY OWNER) $ GST Individual Credit Check through TINZ - this amount is charged for each credit check carried out on every individual tenant named on the tenancy agreement. RENT COLLECTION AND MANAGEMENT FEE Prepare full detailed entry condition reports. Prepare full detailed routine inspection reports. Prepare full detailed exit reports and vacate inspections. Lodge all necessary bond forms. Arrange maintenance repairs. Pay rates, body corporate levies and insurance. Prepare end-of-financial-year income and expenditure reports. Check tenants rent payments on a daily basis. 7.5% + GST MONTHLY ADMINISTRATION FEE Ensure funds transferred to your account monthly / fortnightly. Prepare monthly or fortnight statements. Payment of accounts being processed. $ GST 15

16 E PROPERTY MANAGEMENT LTD P. O. BOX : TE ATATU AUCKLAND 0651 MAREE ELLISON DIRECTOR PHONE: (09) MOBILE: (029) P. O. BOX maree@epm.org.nz TE ATATU AUCKLAND 0651 MAREE ELLISON DIRECTOR PHONE: (09) E PROPERTY MANAGEMENT LTD MOBILE: (029) maree@epm.org.nz