Property management templates for the whole tenancy

A tenancy is a chain of documents

Every tenancy follows the same chain. A prospective tenant applies, the manager screens the application within the rules, the lease is signed, an entry condition report records the property, and the bond is lodged. During the tenancy come routine inspections, maintenance requests, rent increase notices, entry notices, renewals and sometimes breach notices. At the end come the notice to vacate, the exit inspection and the bond claim. Each document has a legal job, and most of them have rules about content, notice periods and timing set by state tenancy law, which is why the examples name the step each one belongs to.

Where the paperwork protects the owner and the tenant

The condition report is the document that decides most bond disputes, so it has to be detailed, dated and signed by both parties. Maintenance requests need a record of when they were reported and fixed, because urgent repairs have legal timeframes. Notices need the right period and the right form. The examples below cover the forms and documents a manager writes, and link the signing flows for the documents that need both parties to agree before the tenancy moves on.

Who the kit is for

The kit is written for property managers at small agencies and for landlords who manage their own properties in Australia. Residential tenancy law is set by each state and territory, with standard lease forms and approved notices in most of them, so use the official forms where your state requires them and treat these examples as a guide to what each step should cover. Each card opens the complete example rather than a summary of it, in the order a tenancy meets them.

Applications that stay within the rules

Several states now limit what a rental application can ask and require a standard set of information. Ask for identity, rental history, income and references, and avoid questions about matters the law protects. Get consent for any tenancy database or identity check. The tenant screening question bank in this kit is written to stay within those limits, and the rental application example shows the questions laid out for a phone.

Condition reports and inspections

The entry condition report should record every room, every fixture and its condition, with photos, and both parties should sign it within the time the state sets. Routine inspections follow the same room by room order so changes are easy to spot. The inspection form in this kit is done on a phone, and the signed condition report can go through e-signing, where the tenant confirms with a code sent to their email and both sides receive a certified PDF.

Notices, renewals and the end of the tenancy

Rent increases, entry, breaches and vacating all need written notice with a set period, and many states prescribe the form. Keep each notice dated and keep proof it was sent. Renewals can be signed online, and at the end the bond claim should be itemised against the exit report so the tenant can see each deduction. Where the state supplies an approved form, use it, and keep the examples here as a check of what the notice should say.

The tools behind the kit

• AI form builder
• AI document generator
• E-signature software
• AI proposal generator

Step by step in the builders: Create a form with AI, then Send a document for e-signature.