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The compliance checklist for a Victorian rent roll

A practical checklist for taking over a rent roll, onboarding a new managed property, and making sure nothing is quietly 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, not just the dates: a date without a document is an assertion.

If the owner cannot produce them, treat the property as never-checked and book the baseline visit. That is a cost the owner should be told about at the point of taking on the management, not six months later.

When you take over a rent roll

Export the compliance dates you have been given and 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 is not a rent roll with a data problem; it is a rent roll with a compliance problem, and the catch-up run needs planning and pricing.

Load the whole thing at once, with the dates you have, and let the gaps show as never-completed rather than being quietly filled with today's date. A guessed baseline is worse than an admitted gap because it hides for two years.

Every month

Look at what is overdue, then at what falls due in the next ninety days. Book the second list rather than reacting to the first. An agency that only ever works the overdue list is permanently behind by the length of its own booking lead time.

Check that the certificates for last month's completed visits are actually attached. A visit with no document is a visit you cannot prove.

Related questions

  • How often does a rental need a gas and electrical check?

    Every two years, each of them. The clock runs from the date the last check was done — not from the lease, and not from the calendar year — so two properties you took on in the same month can easily have dates eighteen months apart.

  • And smoke alarms?

    Every twelve months. Because it is annual and the others are two-yearly, the smoke alarm date drifts away from the rest almost immediately. That is why we hold a separate date for each check rather than one date per property.

  • What happens if a check goes overdue?

    The obligation sits with the rental provider, but you are the one who gets the phone call. We chase the date before it lands rather than reporting it after: reminders go out on a schedule you set, and anything overdue is the first thing on your screen when you open the portal.

  • Can we move our rent roll across without re-typing it?

    Yes. Upload a spreadsheet of your properties with whatever last-check dates you have. You map the columns once, we show you the errors before anything is saved, and you see a preview before it commits. If your dates are patchy we work through the gaps with you rather than quietly booking everything at once.

  • What does the portal actually show us?

    Your properties, each check's status and next date, the history of every visit, and every certificate and report to download. You can request a visit, add new properties and follow a job from request to done at any hour — and the office is on the phone when you would rather ask. You only ever see your own agency's records.

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