Guidelines for Tenants

Applying for a property

When you find the right property to rent, you will need to submit a fully completed Tenancy Application form as soon as possible.

Applications can be submitted in person during business hours to our office; online via the 1Form application link on the advertisement; or emailed to our Property Manager. Applications will only be accepted and processed if ALL points have been accurately completed.

It is important to note the following:

  • Every person over the age of 16 years is required to complete a separate application form, and must be included in the lease agreement and bond lodgement.
  • Each applicant is required to provide three (3) forms of current identification with their application form, including one (1) photograph ID.  
  • Each application must be completed in full, and include sufficient ID, before it can be processed.
  • All referees will be contacted. It is helpful if you have informed your referees and employer of your application.
  • If your application is approved, then all initial monies must be received on or before your lease start date. Otherwise, the lease agreement will not be valid, keys will not be provided, and the property will continue to be advertised for prospective tenants.
  • If monies are not paid on or before the sign-up date, the Property Manager has the right to accept another tenant.
  • Initial monies to be paid by you if your application is successful will be: First two weeks rent (RENT), plus 4 x weekly rental amount (BOND), plus $260.00 (PET BOND if applicable).


The rental bond is requested as financial protection should there be a breach in the tenancy agreement. Your rental bond will be lodged with the Residential Tenancy Bond Authority. The bond is held as security against any property damage, undue wear and tear or in the event there is money owing at the end of tenancy. Once it is established that all conditions of the tenancy have been met, the bond will be refunded promptly. The amount of bond payable is specified in your tenancy agreement. Please note the bond required may increase where there is a rent increase.

Paying the rent

It is your legal responsibility to pay your rent, to the Landlord in advance. Please ensure that your payments clear in our Ross Realty account on or before the due date. Ross Realty Property Management will not physically collect your rent. Rent must be paid by the method stated on your tenancy agreement. If you have any problems with your rent payments, please notify your Property Manager at the earliest possible time. If you fall into arrears, we will be obligated to follow the procedures outlined in the Residential Tenancies Act to collect the rent on behalf of the Lessor.


Only the people (and the number of people) included on your tenancy agreement are permitted to reside at the property on a permanent basis. Should a tenant wish to move in or out, you are required to notify us in writing immediately. Please note any new tenant will need to be approved through a formal application process, prior to moving in.


A property condition report is used to determine the condition of the property at the commencement of your tenancy. It also ensures that you are not held responsible for damage at the expiry of your tenancy which may have been there prior to your occupation. You are required to make comment and additional notes, sign and return the document to our office. The document will be filed with your Tenancy Agreement and used as evidence of the property condition at the commencement of the tenancy.

Routine Inspections will be made at regular intervals. The primary role of these inspections is to advise the owner of the condition and care of their property and what, if any, maintenance is required. This is an opportunity for you to point out any maintenance required at the property. Photos may be taken by the Property Manager during the inspection.

Repairs and maintenance

It is important when you notice a maintenance issue that you inform your Property Manager in writing as soon as possible. Jobs requiring attention by tradespeople, firstly require permission from the Lessor. Once the Lessor’s approval has been obtained, a work order is forwarded directly to the specific tradesperson, who will then be in direct contact with you to arrange a convenient time to address the approved maintenance. Please be aware that works carried out on the property by any person not approved under a work order from our Ross Realty office may result in your liability to pay the account.

Emergency repair

Listed within the ‘Welcome to Renting with Ross Realty’s guide, you will find details of emergency contacts for emergency repairs. We ask that you always try to contact your Property Manager first, however if it is after hours and you cannot contact your Property Manager, you are permitted to contact the emergency contractors directly. The legislation is specific about what constitutes an emergency repair and it is important that you know, should the issue not be deemed an emergency, you will be responsible for payment of the account. An emergency repair is something that is likely to cause injury, undue inconvenience, or which makes the property unsafe or insecure. (For example a burst water service, broken toilet (where there is no alternative toilet), a serious leak, or serious electrical fault).

Breaking the lease

Your tenancy agreement is a legally binding contract and as such, process needs to be followed to break any tenancy agreement. In the first instance, please contact your Property Manager to inform them of your intention. They will provide you with details of your obligations and forward you a ‘Break Lease’ form for your completion. Please note Ross Realty cannot begin to advertise your property for rent until the ‘Break Lease’ form has been executed and returned. In accordance with the Residential Tenancy Act, you will be required to pay all costs incurred as outlined in your break lease form.

Ending the tenancy and leaving the property

Written notice periods will be required, so it is important to contact your Property Manager to discuss your legal requirements with regards to ending your tenancy. The amount of notice required varies from state to state. Once the Property Manager has received/issued your ‘Notice of Intention to Leave/Notice to Leave’ form, they will contact you and advise of the requirements for handing over vacant possession. A pre-vacate inspection may also be conducted. Once vacant possession is established (that is, all keys have been returned) a final bond inspection can be completed. Please note a Property Manager cannot complete a final bond inspection until vacant possession has been established, and rent may be payable until all keys are returned. The bond will only be returned once it has been established that all rent is paid as required, the property has been returned in its original condition as per the ingoing property condition report (excluding fair wear and tear), and all applicable invoices have been paid.

Maintenance Request Form