The compliance checklist for a Victorian rent roll
What to ask for when you take on a property or a rent roll, and what to check every month so nothing goes overdue.
When you take on a new managed property
Ask for the date of the last electrical safety check, the last gas safety check and the last smoke alarm test. Three dates, not one. Ask for the certificates as well: a date without a document is only a claim.
If the owner cannot produce them, treat the property as never checked and book the baseline visit. That cost belongs in the conversation when the management is taken on, not six months later.
When you take over a rent roll
Look at the gaps before you look at the dates. A rent roll where forty per cent of properties have no recorded gas check date has a compliance problem, not a data problem, and the catch-up run needs planning and pricing.
Load the whole rent roll at once with the dates you hold, and let the gaps show as never checked rather than being filled with today's date. A guessed baseline hides for two years; an admitted gap gets booked.
Every month
Look at what is overdue, then at what falls due in the next ninety days, and book the second list rather than reacting to the first. An agency that only works the overdue list is always behind by its own booking lead time.
Check that the certificates for last month's completed visits are attached. A visit with no document is a visit you cannot prove.