Tenant Welcome Pack

We are offering you this information so that you can ease into your tenant smoothly and enjoy the experience of knowing that you are renting your property from a property management specialist group that understands your needs.

Routine Inspections - The property will be inspected every 13 week. Information relating to the inspection and a notice of entry will be sent to your email address a minimum of seven (7) days’ prior to the inspection. On the day, we will be inspecting the premises to ensure that the property is being well maintained and to identify any repairs or maintenance that need to be addressed.

*Please note, although you are welcome to be in attendance for the routine inspection, it is not a requirement. Unless there are exceptional circumstances, the time and date of your routine inspection cannot be changed.

Entry Condition Report - At the commencement of your tenancy, you will be provided with a detailed Entry Condition Report and a USB – photos indicating the condition of the property at entry. . The report will note the general condition of the property prior to your residency, including detailed descriptions of existing wear and tear e.g. markings, number of wall hooks etc.

Please ensure that you complete, sign and return the entry condition report back to our office Within Three (3) Business Days as required under the Residential Tenancies and Rooming Accommodation Act.

What is the Importance of the Entry Condition Report? - The report documents the condition of your rental property prior to yourselves taking up residency. This is by far the most important document to secure your bond refund when the time comes to vacate the premises. By paying particular attention and filling out the report in as much detail as you can, you will ensure the end of your tenancy will be easily managed.

You will be provided with a paper copy of the Entry Condition Report and a USB of photos disclosing the condition of the property. These will be provided to you when you attend out office to collect the keys on the first day of your tenancy.

Please ensure that you download the photos from the USB and return it to our office with your completed version of the Entry Condition Report. If for any reason the USB is misplaced and not returned then at the conclusion of the tenancy we will have to charge you $20 to replace it.

When vacating the property at the end of your lease, we will inspect the property, comparing its current condition against the entry condition report and photos to ensure there has been no damage or unauthorised alterations during the tenancy.

Whilst completing the report, if there is anything that concerns you, please send photos through to our office so we have a clear indication of your concerns so we can rectify any issues immediately. The aim of providing you with as much information as we possibly can is to ensure that you have a smooth and happy tenancy with an easily managed process when you decide to vacate the premises.

General Maintenance & Emergency Repairs - All requests for general repairs and maintenance are to be provided in writing to our agency. Please ensure that you email maintenance@rentaltrends.com.au . Unless it is classed as an emergency (please see the definition of emergency on your lease), by law, all maintenance must be put in writing. This is just as much for your benefit as it is for ours. We strongly encourage a photo of the issue is attached to the request.

It is against the terms and conditions of your lease to cease paying rent for a maintenance issue. This will only reflect negatively on your ledger and will result in a Form 11 Notice to Remedy Breach for rental arrears.

PLEASE NOTE: If the repair is not considered an emergency repair or is found to be caused by negligence on the part of the tenant, the tenant will be responsible for payment of repairs and associated services.

Maintenance Shooting Guide:

Hot Water Systems

  • Is the power switched on?

  • Has the power box tripped the safety switch or blown a fuse?

  • Have you topped up the water level with the filler valve?


  • Has the power box tripped the safety switch or blown a fuse?


  • Has the power box tripped the safety switch or blown a fuse?

If the safety switch has been tripped, attempt a reset. If it trips again you will need to unplug all appliances from the power points. Reset the switch and re-plug each of the items in one at a time to identify what is causing the problem.

Please note, If an electrician is called out to a property and it is discovered that a faulty appliance not included as part of the lease is the cause, the tenant will be responsible for the call out fee.


  • Has the power box tripped the safety switch or blown a fuse?

  • Have you cleaned the filter?

Blocked Drains

  • Have you cleared the drain of any hair and soap build up?

  • Have you tried using a plunger?

  • Have you tried clearing the drains with specific cleaning agents for drains?

Keys - In the event that you lock yourself out or lose your set of keys please arrange for a locksmith to attend. We do not, under any circumstances, hand out our set of keys.

Vehicles & Parking - All vehicles are to be parked in the designated parking areas of the property. Vehicles are not to be parked on grass, footpaths or any common areas. This will also be policed by the Body Corporate where applicable. Any damage as a result of parking (including oil stains) will be the responsibility of the tenant.

Please note, that under no circumstances are unregistered vehicles to be left on the property at any time unless it is locked inside your designated lock up garage.

Pools - If you decide to lease a property with a pool, please bear in mind that you are responsible for the everyday maintenance and upkeep of the pool, including any obligations in relation to pool safety and compliance that normally falls to the tenant. Whilst we ensure that the pool is compliant, it is your responsibility to keep it that way.

We urge you to contact your local council if you are unsure of your responsibilities. Some leases will have a maintenance agreement included in their rent, however the tenants will be responsible for anything that requires rectifying based on neglect. No pool or spa is allowed to be installed or erected without permission.

Water Charges - If the property is water efficient and individually metered, you are responsible for all water consumption charges for the property as indicated on your tenancy agreement. Water charges will be invoiced to you accordingly.

If the property is not water efficient, you are responsible for water consumption charges in excess of 30 kilolitres per quarter. Your lease will stipulate what percentage you are responsible for and a water compliancy certificate or other permissible documentation will be provided upon request for proof of compliancy.

Smoke Alarms & Blind Compliance - Queensland Fire and Rescue Services Legislation stipulates that it is a tenant’s responsibility to:

  • Test and clean each smoke alarm (by vacuuming or dusting) every 12 months

  • Replace any flat or nearly flat batteries in the smoke alarm

  • Advise the agent if there are any suspected problems with the smoke alarm (apart from batteries)

The tenant must not remove a smoke alarm, remove the battery (other than to replace it) or do anything to reduce the effectiveness of the alarm. Penalties apply for not complying with these requirements.

During the tenant if the compliant blinds have their tags removed, or chains are broken or claps are dislodged from the secured position on the wall or window frame, the tenant will incur the costs to have the blinds made complaint again.


Mould - If mould appears in your rental premises, defining who is responsible is dependent on when and how the mould developed. For example, if the mould developed due to a tenant’s negligence such as never opening the bathroom window when showering, it may become your responsibility to have it removed.

However, it is the responsibility of the tenant to notify our Office (in writing) as soon as they discover the mould. To prevent mould, please take the following preventative measures:

  • Use the exhaust fan when using the shower or laundry (especially the dryer)

  • Allow plenty of sunlight to enter the property where possible

  • Allow clothes to completely dry outside before putting them away

  • If condensation builds on the walls or ceiling, please dry the area thoroughly

  • Ensure you allow adequate ventilation throughout the property by opening a door or window (weather permitting)

  • Leave internal doors open to allow for circulation. This is especially necessary when using a clothes dryer in an enclosed laundry

  • If mould is present in a property, we will arrange for it to be professionally removed.

Early termination of your tenancy - In order to terminate your lease early, you will need to advise our office (in writing) of the circumstances and reasons for your decision. You will also be responsible for the following:

  • Paying the terminating lease fee including any marketing costs to find a new tenant

  • Paying rent until another tenancy commences.

  • Specifying a vacate date using the required Form 13, Notice of Intention to Leave.

Change Of Shared Tenancy - If there is a change to the number of people residing in the property, there are a number of steps you will need to follow:

  • You must notify our office of the change in circumstances in writing

  • You will be invoiced a fee for us to process the change of shared tenancy forms. This fee will depend on the weekly rent and the number of occupants eg: rent $420 divided by 2 occupants results in the fee being $210.

  • Application forms must be submitted for any new occupants which will be sent to the owner for approval. Once approval has been granted and the fee has been paid, we can complete the relevant change of shared bond/lease forms.

Please note, This is only applicable if one of the original lease holders remains in the property. If no original lease holder intends to remain in the property, it is considered to be a break lease.

Vacating The Property - At the end of a fixed term tenancy, one of two things will occur:

  • You may be offered a lease renewal for a new fixed term tenancy

  • You may be issued with a Notice to Leave at the end of the lease

You will be emailed relevant information prior to your lease expiring. If you do not wish to continue the tenancy then you need not return the lease renewal and accept the notice to leave that has been issued for the end date of the tenant. If you wish to renew the tenancy then you will need to sign off on the lease renewal and return it by the due date. .

Please note, An email is not sufficient and the Form 13 must be completed in full with an acknowledgement that we have received it

Bond Refund - The following points will assist you in having your bond refunded in the shortest possible time frame:

  • Ensure all rent is paid up to and including date of vacate

  • Ensure all keys are returned to our office

  • Ensure the property is cleaned and returned in the same condition as it was before you moved in (refer to Entry Condition Report and complete the Exit Condition Report)

  • Ensure the carpets have been professionally cleaned & receipted

  • Return the keys and ensure they are signed back into the office along with the signed Exit Condition Report upon vacating the propert, with the professional carpet cleaning receipt attached

  • Complete all details on the Refund of Bond form including bank details and forwarding address

No numerical amounts are to be entered into the Bond Refund Form until the Property Manager has completed the Exit Condition Report. The RTA will not accept a Bond Refund Form unless all of the signatures are the originals and there are no amounts crossed out or altered on the form.

A forwarding address is now considered to be compulsory. This is to ensure that the RTA can always contact you for future reference in regards to releasing funds into your accounts.


Please do not be overwhelmed by the information provided above. We simply want to ensure that you are as well informed as possible whilst leasing through Rental Trends.

Our aim is for you have an enjoyable experience leasing through us and understand that we are here to help in any way possible.

You will always be provided with friendly, professional and timely service from Rental Trends.