1south yarra real estate

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 landlord. I am very delighted that you have chosen our property management team and trusted your valuable asset with us. We can assure you that your asset will be taken care under one of the most expert property management teams in the country. Many has been achieved, but the future awaits with many more opportunities and bigger things. We believe that your participation on board will definitely create a mutual benefit 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.

Sincerely,

Bruce Oliver

LETTER FROM OUR GROUP MANAGING DIRECTOR / CO-FOUNDER

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Currently we are managing over 500 properties, with main area of service in Inner and South East Melbourne. At this moment, we have successfully established our local representative in Sydney and in several notable cities in Indonesia such as Jakarta, Surabaya, Bandung and Medan. We have also recently opened another Melbourne based office located in Oakleigh.

Acknowledging that, Xynergy places our clients in the highest regard with the strong 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.

WHY XYNERGYWith the knowledge, passion and over 25 years of combined experience,

our team is proud to present Xynergy Realty as one of the leading real estate agencies in Australia.

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

your property investment is your most valued asset to be taken care of.• Direct your enquires with the excellent assistance of our property management

team. We ensure to always respond to your enquiry within 24 hours and provide you with the best options and solutions in regards to matters concerning your investment properties that suit your goals and requirements.

• Consistently administer our high standard service at all of our offices across the globe.

• Maintain diverse services that we offer, which also include property consultancy and mortgage broking.

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

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our vision“To be a leading ‘one-stop property solution’ that maximise the value of our clients’ assets and portfolios; whilst aspire to be the best catalyst that brings the highest possible return and satisfies the needs of our clients in real estate.”

our mission“Creating opportunities for investors in the real estate market and

continually providing an improved and upgraded products and services that is superior at any given time and era.”

our values• Synergy• Evolving• Trust and Respect• Commitment & Professionalism• Superior Knowledge & Skills• For a good cause

whowe are

your one-stop property solution

ourteam

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• Lease preparation of the property; include 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

• Initial routine inspection - 3 months into the tenancy and;

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

OUR SERVICE LEVEL

• Arrears control (rent recovery process)

• Bond collection and lodgement to Residential Tenancies Bond Authority (RTBA) - Requires 6 weeks rent or 8 weeks rent for tenant(s) with pets

• Rental collection through 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 with it being safe and fit to live in• 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 effectively with keys• 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• Notify all utilities to finalise your account on the day you move out, and provide them with your forwarding address

PREPARING THE PROPERTY FOR RENT

*Detailed checklist is on page 20

*

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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, the final decision is yours.

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).

Tenancy is confirmed when the lease is signed, the first month rental and bond 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 3 months after commencement and 6 month basis. We will send tenants prior notification to allow them 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, however we highly recommend all landlords to arrange a 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 a 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 accounts 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 FREE provided by us, your property management team. Determining the value of your rental property hold many benefits in planning your next step forwards. Information such 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 rights to find a tenant and authorising 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 and specific instructions we need 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 Park Charges

• Owner Corporation Fee or Levy

• Other Expenses

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

It is an administration fee, for process lease extension when the existing tenants wish to renew or extend their tenancy contract.

An ongoing management fee which is deducted out of the rent before being transferred to your nominated account.

This cost may be incurred when we advertise your rental property. Cost will vary depending on your chosen advertising strategy.

It is a contribution to the local council which each property owner needs to pay every year. The amount varies from council to council, and depends on the type, size and the value of the property.

The water service charge is a fixed amount to pay for the contribution to the maintenance of water supply network, including: water mains, pumping stations and meters, to ensure a high-quality and reliable supply of water to the property.

The sewerage service charge is a fixed 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 tenants. These three fixed components above must be paid by the property owner in quarterly basis.

As it is also commonly known as Body Corporate fee is a contribution paid to a management company who is responsible for the use and maintenance of the common area, to cover the costs of administration – such as management fees, security, cleaning, repairs, maintenance and insurance of the building and common property, including all the lifts, swimming pool, gym or BBQ area.

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

In typical situations, the landlord or property owner would receive approximately 71% of the gross rental income, after paying all outgoings and agent fees.

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What our clients say about us..

“My mind was constantly put at ease when working with Xynergy as they always go for the extra miles to ensure the clients’ utmost satisfaction. The whole process was done neatly, from preparing the lease agreement, maintaining the property condition throughout the tenancy period and also

renewal of a lease.”Irvan Santoso, Brunswick

“ Xynergy has greatly simplified the leasing preparation for my property and they are always willing to work with you no matter what the issues are. Even if sometimes it means assisting clients outside their working hours, which

made everything so much more efficient.”Craig Brown, Preston

“I was very pleased with Xynergy property management team. They are always available at a moment’s notice and I would recommend them to any

property owners who are looking to lease out their properties.”

“我非常满意澳可居Xynergy团队。他们总是提供优质快速的服务，我愿意将他们介绍给身边想要把房屋出租的朋友们。”

Lie Hoa Lie, Melbourne CBD

clientstestimonials

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The essence of a successful and trouble- free property investment is an effective communication 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

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Preparing your property for rentChecklist

ComponentsRepair/ paint/ oilInformation

OUTSIDECheck

GateFenceLetter boxDrivewayLawnGarden/ LandscapingSheds/ Decks/ PatiosGuttersRoof/EavesGaragePavingFront door/ WindowsPool

DetailsIf ApplicableIf ApplicableIf ApplicableIf ApplicableIf ApplicableIf ApplicableIf ApplicableIf ApplicableIf ApplicableIf ApplicableIf ApplicableIf ApplicableIf Applicable

Components Information

INSIDECheckDetails

If Applicable

Components Information

LIVING AREACheck

SofaCupboardsCordsSmoke alarmsMop/ sweep/ vacuumcarpet thoroughly

Details

It is important to ensure that your property is in a perfect condition the moment it enters the market. Below are some of our recommendations to prepare and present your property, which will boost the property sale price and enable you to sell it more quickly.

Ver 1.1/0116 1 of 3

Repair/ paint/ varnish

Replace or straighten/ paint

Repair cracks/ remove oil stainsWeed/ mow/ edge/ sweep leaves

Weed/ edge/ trim plants/ remove dead plants/ pruneClean/ repair/ paintClean/ repair/ paint

Reseal/ repair/ paintClean door/ repair/ paint/ tidy interiorWeed/ clean/ repair

Replace damaged fly screens or panes/ paint sills/ clean

Clean/ check filtration system

Repair/ resurfaceRepair/ check globes/ clean/ replace shades

Clean/ dustPolish/ repair/ cleanClean thoroughlyClean thoroughly

Clean off the blind slats or wash all washable curtainsWash any washable curtains and netting

Clean front vents and filters

Repair/ replace/ recover/ add throws or cushionsClean/ repair

Hide/ tidy/ check electrical safety hazard

Securely fastened/ work properly

StepsLight fittingsWindow shadesFloor coveringsFireplacesLaundryCurtains & BlindsAir ConditionerRemove clutterAir freshenConsider professional cleaning

Ver 1.1/0116

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Preparing your property for rentChecklist

ComponentsRepair/ paint/ oilInformation

OUTSIDECheck

GateFenceLetter boxDrivewayLawnGarden/ LandscapingSheds/ Decks/ PatiosGuttersRoof/EavesGaragePavingFront door/ WindowsPool

DetailsIf ApplicableIf ApplicableIf ApplicableIf ApplicableIf ApplicableIf ApplicableIf ApplicableIf ApplicableIf ApplicableIf ApplicableIf ApplicableIf ApplicableIf Applicable

Components Information

INSIDECheckDetails

If Applicable

Components Information

LIVING AREACheck

SofaCupboardsCordsSmoke alarmsMop/ sweep/ vacuumcarpet thoroughly

Details

It is important to ensure that your property is in a perfect condition the moment it enters the market. Below are some of our recommendations to prepare and present your property, which will boost the property sale price and enable you to sell it more quickly.

Ver 1.1/0116 1 of 3

Repair/ paint/ varnish

Replace or straighten/ paint

Repair cracks/ remove oil stainsWeed/ mow/ edge/ sweep leaves

Weed/ edge/ trim plants/ remove dead plants/ pruneClean/ repair/ paintClean/ repair/ paint

Reseal/ repair/ paintClean door/ repair/ paint/ tidy interiorWeed/ clean/ repair

Replace damaged fly screens or panes/ paint sills/ clean

Clean/ check filtration system

Repair/ resurfaceRepair/ check globes/ clean/ replace shades

Clean/ dustPolish/ repair/ cleanClean thoroughlyClean thoroughly

Clean off the blind slats or wash all washable curtainsWash any washable curtains and netting

Clean front vents and filters

Repair/ replace/ recover/ add throws or cushionsClean/ repair

Hide/ tidy/ check electrical safety hazard

Securely fastened/ work properly

StepsLight fittingsWindow shadesFloor coveringsFireplacesLaundryCurtains & BlindsAir ConditionerRemove clutterAir freshenConsider professional cleaning

Preparing your property for rentChecklist

Components Information

KITCHENCheck

Benches/ PantryTapsOven/ CooktopFridgeFloorCupboardsExhaustSmoke alarmsDecorate

Details

If Necessary

Components Information

BEDROOM 1Check

Bedside tablesBedMirrorsLight fittingsFloor coveringsCupboardsDecorationsPower pointTV point

Details

If Applicable

Components Information

BEDROOM 2Check

Bedside tablesBedMirrorsLight fittingsFloor coveringsCupboardsDecorationsPower pointTV point

Details

If Applicable

Components Information

DININGCheck

TableLight fittingsFloor coveringsDecorations

Details

Ver 1.1/0116 2 of 3

Clean surface and remove clutterPut on clean linen/ tidy

Clean thoroughly

Check globes & switch/ clean/ repairClean/ vacuum/ remove clutterClose/ tidyDust/ straightenClean/ repair

Fit in/ work properly

Clean surface/ remove clutterClean/ repair

Degrease/ clean hotplates and door

Clean exterior/ remove exterior decorationsClean thoroughly/ sanitiseClean surface/ tidy insideClean vents and fan coversSecurely fastened/ work properly

Add flowers or bowl of fruits

Clean surface and remove clutterPut on clean linen/ tidy

Clean thoroughly

Check globes & switch/ clean/ repairClean/ vacuum/ remove clutterClose/ tidyDust/ straightenClean/ repair

Fit in/ work properly

Clean/ polishCheck globes & switch/ clean/ repairMop/ sweep/ vacuum thoroughlyDust/ remove clutter

Ver 1.1/0116

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Preparing your property for rentChecklist

Components Information

BATHROOMCheck

Bath/ showerTilesMirrorsLight fittingsFansTapsToilet bowlSanitise or air freshenRemove all toiletriesclutter

Details

Ver 1.1/0116 3 of 3

Other Notes:1. For those with pets, always make sure to tidy after your pets and take them out during property inspection times2. Freshen the property up by getting rid of smoke or pet odors3. Opening windows to allow fresh air and natural light will likely to increase the mood of prospect buyers as it maximise the sense of warmth and comfort.4. Putting additional decorations and de-clutter your things to help make the rooms appeal larger.

Clean thoroughlyClean grout/ repair

Clean thoroughly

Check globes & switch/ clean/ repairClean/ replaceClean/ repairClean/ sanitise

Ver 1.1/0116

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Proudly Supporting:

N Foundation is a non-profit organisation established in 2012, based both in Melbourne, Australia and Jakarta, Indonesia.

We thrive to help empower disadvantaged youths all over the world. Our programs involve university education sponsorship, mentoring and community development.

For more information, visit www.nfoundation.org.au

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www.xynergy.com.au

Headquarters:25 Malcolm Street, South Yarra, VIC 3141

DISCLAIMERPublished by © Xynergy Pty Ltd 2016. 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 provider as to the suitability or otherwise of the information to your individual situation before you make any transaction or financial decision. All map illustrated by Google Map.

Ver 3.0/0116

Oakleigh Office:19 Station Street, Oakleigh, VIC 3166

Sydney Office:Suite 601, 368 Sussex Street, Sydney, NSW 2000

Contact us on 1300 884 168 or info@xynergy.com.au