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Our Golden Rule

Start with the end in mind.

The cleaner and well maintained you hand your property over to a tenant, the cleaner and well maintained they have to leave it.

Rent Arrears Procedure

Under the RTA Act, action can only be taken against a tenant when they are seven clear days behind in their rent payments. Best practice for our agency is that we contact the tenant prior to this time and advise them of the rent payment being due.

On your behalf, section 280 allows our agency to serve a breach notice (form 11) to the tenant on the eighth day of arrears.

Below is our rent arrears procedure:

3,6 and 7th day behind in rent A phone call or sms (text message) from our agency to remind the tenant about the rent payment due.
8 days behind in rent Notice to Remedy Breach (RTA Form 11 for failing to pay rent) – 7 days provided to remedy breach and pay all necessary rent arrears – if the notice is posted, two days are added to the notice period.
After expiry of Form 11 for rent arrears and rent not paid in full Once this notice is issued – and at the end of this notice period – termination of the tenancy is in place, based on collection of rent arrears and vacant possession (clear of occupants and of objects).
Upon expiry of the Form 12 An application to Tribunal to obtain an order for termination/warrant of possession. Once granted by the RTA tribunal, Police execute the warrant to obtain vacant possession of the property on behalf of you.
Notice to Leave and possession of the property not handed over and rent not paid Monies owing above the bond for rent arrears may result in lodging the tenant’s details on a tenancy default database, which may affect their tenancy future. If this occurs, more information will be provided to the tenant prior to listing on the database.

Tenant Vetting Procedure

HICKS REAL ESTATE has a strict tenancy application process. Although there are no 100% guarantees, on your behalf, Hicks Real Estate has developed a selection process which we believe will give you the best chance of finding the right tenant for your investment property.

All applicants must complete our best practice rental application form and provide 100 point identification, proof of income, personal references and proof of previous living arrangements. We verify the applicant’s details as part of the application process and will discuss all tenancy application offers with you.

On your behalf, what we are seeking from the tenant is sound evidence of their suitability, and to this end Hicks Real Estate searches for evidence of past bad debt records on each applicant using the following platforms:

      1. TICA (Tenancy Information Centre Australia)
      2. BARCLAY MIS Protect and Collect Australasia

When assessing their suitability:

      • Check to ensure rent is no more than 30% of weekly income.
      • Verify Applicant’s identification with 100 points ID.
      • Ask for written referrals from other real estate agencies.
      • Check previous rental ledger for arrears and breaches.
      • Contact all character references.
      • Applicant to supply evidence of income with at least 2 payslips/Centrelink statements/accountant details.
      • Contact all employers to verify employment.
      • Verify privacy authority.
      • Check their social media profiles.

This process takes one staff member approximately 1.5hrs per applicant. With the average completed tenancy application forms taking between 3-4 hours each depending on how many potential tenants for each application.

After all the above tasks are completed, all applications are presented to you with our recommendation/s. It is you, the landlord, who makes the final decision on the successful applicant.

Changing Property Managers.

Changing property managements is a relatively easy process and can be done before your tenants’ lease expires.

Step 1: Appoint Hicks Real Estate as your new manager.

Step 2: Advise your current property management agency in writing that in 30 days your agreement will end with them. (see termination template below)

Step 3: We will then do the rest. We will collect the keys and necessary paperwork from your previous agency on your behalf, and also contact your tenants to advise them of the changes.

Download our free template letter to terminate your agreement with your current property management agency. Simply, complete the areas highlighted in yellow and post or email it your current property management agency.

Rental Payment Options

We have 3 options available for tenants to pay their rent money.

  1. Direct debit (preferred).
  2. Bank Cheque (although rent is not recorded until the cheque is cleared, therefore payments should be submitted at least 3 days prior to due date to Hicks Real Estate).
  3. Money order.

Hicks Real Estate doesnot  have EFTPOS facilities available at our office. To avoid late payments, we require tenants to pay the first two weeks rent when keys are collected to ensure they start off in credit.

Hicks Real Estate requires tenants to begin payments one week after they move into the property, therefore they will ALWAYS be in advance.

This also allows them to avoid having anything outstanding on their accounts should we experience a delay due to – public holidays, banking or payday problems.

Setting up a direct debit from their account also ensure that payments are made in a timely manner to avoid arrears, this is strongly encouraged.

Landlords have the option to choose between twice monthly or monthly disbursements. Just let Hicks Real Estate your preference, and we will action it.

Routine Inspections

Hicks Real Estate Property Management team carry out regular periodic inspections on your investment property. These generally occur every 3 to 4 months.  There are two main reasons we carry out the inspections;

  • Ensure that any maintenance on the property is reported.
  • To ensure that tenancy obligations are being met.

We particularly ensure that obligations included in the tenancy agreement are being met such as the property is clean, having regard to the condition the property was found in at the beginning of the tenancy (as per standard term 26 of the agreement).

We also visually identify any maintenance issues, particularly possible water leaks or matters that are readily apparent upon visual inspection. Furthermore, we remind tenants that it is a requirement of the tenancy agreement to report any routine or emergency matters and or any damage to the premises (refer to standard term 32 of the agreement).

Emergency Repairs

An Emergency Repair; once received by our office, must be actioned by Hicks Real  Property Management Team ASAP.

Under the Residential Tenancies and Rooming Accommodation Act 2008 the Act states emergency repairs as:

  • a burst water service or a serious water service leak
  • a blocked or broken lavatory system or fittings
  • a serious roof leak
  • a gas leak
  • a dangerous electrical fault
  • flooding or serious flood damage
  • serious storm, fire or impact damage
  • a failure or breakdown of the gas, electricity or water supply to the premises
  • a failure or breakdown of an essential service or appliance on premises for hot water, cooking or heating
  • a fault or damage that makes premises unsafe or unsecure
  • a fault or damage likely to injure a person, damage property or unduly inconvenience a tenant of the premises, or
  • a serious fault in any staircase, lift or other common area which inhibits or unduly inconveniences residents in gaining access to or using the premises

Emergency Repairs are allocated as our highest priority. The landlord is contacted as soon as the notification is received, and the appropriate action is carried out swiftly. The outcome of the emergency is then communicated to both the landlord and the tenants.

Water Charging

Property managers/Landlords are allowed to pass on the full cost of water consumption, provided:

  • the rental property is individually metered
    (or water is delivered by vehicle), and
  • the rental property is water efficient, and
  • the tenancy agreement states the tenant must pay for water consumption

We recommend installing water efficient devices and acquiring a water efficiency certificate from a trusted plumber. Once acquired, you can pass on 100% of the water consumption charges back to the tenant. Hicks Real Estate property management team are happy to help organise a plumber and the water efficiency certificate on your behalf. To get started, email us at

Smoke Alarms & Safety Switches

Smoke Alarms:

It has been a requirement in Queensland since July 2007 for smoke alarms to be installed in all properties (houses and units).

This includes all owner-occupied and rental properties. Every property listed for sale and/or rented in Queensland must meet current minimum smoke alarm requirements.

HICKS REAL ESTATE’s property management team will organise for your smoke alarms to be installed, cleaned and certified by a professional before the start or renewal of any tenancy by a professional contractor.

We then receive a ‘compliance certificate’ from the contractor (which is useful to have for risk management purposes) and send the landlord a copy also.

Safety Switches:

All rental properties must have a safety switch installed in the power circuit of the property. At the beginning of any new tenancy, our property management team will visually check the property for a safety switch. If we are can’t locate the switch or feel the switch is unsafe, the team will call in a professional contractor on your behalf.

Hicks Real Estate Property Management goals.

We’re different to the larger agencies, and we pride ourselves on giving you and your investment property the attention you deserve.

Whether you live around the corner, across the country, or overseas, our team act as your expert representative, and relieve you of the stress – and time – involved in managing an investment property.

Below are some of the main services we carry out on your behalf as your managing agent:

  • Advertising your property
  • Showing your property
  • Processing tenancy applications
  • Lodging rental bonds to the RTA on your behalf
  • Complete the required tenancy documents to commence the tenancy on your behalf
  • Complete the RTA Form 1A – Entry Condition Report and send you a copy with photos
  • Financial account management on your behalf
  • Management of rent arrears
  • Maintenance negotiation
  • Tenancy renewals & negotiation
  • Carry out general routine inspections during tenancy
  • Carry out final inspections and provide you with an exit report with photos
  • Liaise on your behalf with tenants.

What happens at the end of a tenancy lease?

At the end of a fixed term tenancy agreement, both tenant and landlord are given the option to renew or not to renew. So, 8 – 10 weeks before the lease agreement expires, HICKS REAL ESTATE’s property management team will be in touch with both parties to determine what each other’s intentions are. If one chooses to vacant, notice periods apply.

Watch as David explains.