Property Management: CPP40307 Certificate IV Workbook Activities

This assignment is a comprehensive workbook designed for a Certificate IV in Property Services (Real Estate) course, specifically addressing the units of competency CPPDSM4010A, CPPDSM4016A, and CPPDSM4049A. The workbook encompasses fifteen activities covering essential aspects of property management. These activities include calculating vacancy rates, developing scripts for qualifying tenants, brainstorming risks associated with property inspections, designing a tenant selection checklist, composing a welcome email to a successful tenant, and completing a property condition report. Each activity is designed to reinforce understanding of key concepts such as tenancy agreements, property maintenance, tenant screening, and the rights and obligations of landlords and tenants. The workbook emphasizes practical application and reflection, providing a thorough overview of property management practices within the real estate sector.

CPP40307 Certificate IV in Property Services
(Real Estate)
Learning activities workbook
Property Management

Table of Contents
Introduction...........................................................................................................................3
Activity 1 – Vacancy Rates...............................................................................................4
Activity 2 – Qualifying Tenants.......................................................................................5
Activity 3 – Showing Property.........................................................................................6
Activity 4 – Review tenancy applications...................................................................7
Activity 5 – Complete tenancy documentation.........................................................8
Activity 6 – Documents for management...................................................................9
Activity 7 – Rights and obligation of tenant and landlord...................................10
Activity 8 – Implement conditions of tenancy agreement..................................11
Activity 9 – Rent management.....................................................................................12
Activity 10 – Termination...............................................................................................13
Activity 11 – Specifications for maintenance services.........................................14
Activity 12 – Property maintenance plans................................................................15
Activity 13 – Supervision of maintenance................................................................16
Activity 14 – Safety and security of managed properties...................................17
Activity 15 – Commercial, industrial and retail property.....................................18
Learner Declaration..........................................................................................................19
Learner Survey...................................................................................................................20
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Introduction
This workbook contains activities from the units of competency:
 CPPDSM4010A Lease property
 CPPDSM4016A Monitor and manage lease or tenancy agreement
 CPPDSM4049A Implement maintenance plan for managed properties
The activities contained in this workbook must be uploaded with your final
assessment.
These activities form part of the overall assessment of the units of competency
in this course.
Some of the activities may be done in class, some of the activities are a
reflection of your understanding of the course content and will be done in your
own time.
If you have any problems answering the questions or need further clarification,
then please speak with your Trainer.
Please complete the Learner Survey, detach and place in learner survey box
located in foyer area.
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Activity 1–Vacancy Rates
Using the information following information calculate the vacancy rates:
Vacant Property Portfolio size Vacancy
Rate
7 120 5.833%
8 250 3.2%
15 1250 1.2%
3 900 0.33%
Your calculations
Type your answer here The calculations are below:
1) 7/120 X 100/1 = 5.833%
2) 8/250 X 100/1 = 3.2%
3) 15/1250 X 100/1 = 1.2%
4) 3/900 X 100/1 = 0.33%
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Activity 2 – Qualifying Tenants
Develop two script that could be used to qualify tenants in the following
situations:
 Phone enquiry from prospective tenant
 Walk in enquiry from prospective tenant
In your script include questions that you could ask to develop rapport and find
needs and wants
Type your answer here
A rental listing sheet is a detailed description of the property for the purposes of marketing it to
prospective tenants and includes all the property's information includes its features.
Prospective tenants can be found in different ways such as Phone enquiry and Walk in Enquiry:
Phone Enquiry:
The listing sheet enables to answer all the typical question prospective tenants might ask about a
property, such as:
- How many bedrooms?
- Bathroom whether or not it has master bathroom
- Gas stove or whether it a heater
- Permission to have pets in the property and many more.
To qualify the prospective tenant is a process of determining whether or not prospective tenant can
meet the requirements for a tenancy application.
The basic question to start up over the phone is as follows:
-Greetings from the agency to the prospective tenant and tell them brief about agency and the
performance
- Ask them what they are looking for?
- If they respond stating for the tenancy and have researched in website or social media for one of
our property find the property details.
- Provide them with details as in like bedrooms, bathrooms, required amenities and all
- If satisfied and matches with what they looking for and then advise them to come and see in office.
OR ELSE
- If they have not researched and just willing to know where they can fit it then.
- Ascertain their affordable price range for the tenancy?
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- Which location/suburb are they looking for?
- Capacity of people accomodating?
- How long they want a tenancy agreement for?
- What amenities they requires such as air conditioning, dish washer etc
- Their affordability if they want property close to public transports, shops and other amenities
- Type of housing
- Whether they have pets
- Parking capacity
Walk In Enquiries:
Walk In Enquiries is always helpful as there will be face to face interaction and the behaviour of
knowing each other where the agent would be able to build a strong working relationship with
prospective tenants so that they are able to obtain the infromation they need in order to show them
the right properties.
- Easy to clear confusion and be able to show the properties what they want
- Build face to face interaction and relationship
- Make a comfortable zone for the prospective tenant
- Ask them open ended questions and ascertain their need and wants
- Start up with their preferences where they want to accommodate
Following question can be asked to qualify that prospective tenant;
- What type of property are you searching for?
- What rent can you go up to?
- Are you looking for a short term or long term lease?
- How many bedrooms and bathrooms would you like?
- Location Preference
- Whether or not he/she wants a close amenities
- Permission to have a pets
- Do you require a lock up garage or would a carport suffice?
- If there needs and wants matches with property showing property to prospective tenant either by
open inspection (if applicable) or by appointment inspection.
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Activity 3 – Showing Property
Brainstorm the risk that could occur when undertaking property inspections.
Think about the tenant, agency, landlord. Do not just focus on WHS.
Type your answer here There are lot of things to look at for risk that could occur when
undertaking property inspections. As the property manager acting on behalf of the landlord you
have an obligation to minimise the risk of theft of property damage occurring during a property
inspection as well as being responsible for safety of the property.
Acting person should act in accordance with a landlord's instructions unless it is contrary to the Rules
of Conduct or otherwise unlawful to do so.
Thinking about the about tenant, agency, landlord the following points are mainly to be focus on:
Open Inspection of already tenanted property: If the property is tenanted, it is essential that you
give the tennt reasonable notice of intention to inspect
The open times can be placed into a schedule which can then be provided to the tenant for approval
There is a legal obligation however, for the tenant to keep the property clean and well maintained
Place all easily moveable valuable items into a secure, out of sight location
Improve security will be in a stronger position in the event of a landlord suffering a loss during an
inspection
Screening entrant to reduce the risk of theft or property damage
Supervision of entrants where common sense needs to prevail
Refusal of Entry if the person that they are not willing, or able, to produce acceptable identification
Reporting of suspicious behaviour is required if any criminal behaviour is certain to have occurred, or
seemed imminent, and the person concerned has refused to leave the permises
Public Injury: It is the responsibility of the agency to ensure that the premises are reasonably safe.
The duty will have been breached if there are matters which the landlord or managing agent knew,
or ought to have known, that could give rise to a foreseeable risk of injury, and they failed to take
resonable steps or measures in response; and if an injury was caused by this breach of duty, then an
action in negligence may lie against the property manager and/ or he landlord.
Personal Injury: The agency also owes its staff duty of care to provide a safe place of work and
ensure they are adequately trained, instructed and assisted in the performance of their duties
The PM or PM's employer may make a claim against the landlord and or the landlord's public liability
insurer if the relevant injury occurred because the landlord failed to ensure the premises were
reasonably safe.
Landlord's Insurance is a public liability policy will usually afford cover for property damage and
personal injury to a third party occurring on , or about the premises
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Ultimately, there is lot of things to look at open inspection where everyone who walks in or the
people inside the property needs to be protected from every aspects in accordance to law and they
should feel safe at open inspection where everyone is liable for it.
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Activity 4 – Review tenancy applications
Design a checklist that could be used by the property manager when reviewing
and selecting a tenant.
The checklist should include questions to verify references as well as the process
for selecting, advising and placing tenant in the property
Type your answer here
Screening prospective tenants relates to the process of checking the details on Application for
Tenancy, including checking all references supplied by the prospective tenant and may also include
use of a tenancy databse if an agency subscribes to this.
- Checking their rental history which involves approaching the applicant's current or previous agent
or landlord to obtain a copy of the tenant ledger and discussing any issues with the tenancy.
- Check their employment status to ascertain whether or not they can pay rent on time which
involves calling the employer and obtaining verification and payslips as a proof.
- Check their personal reference
Ask them how well they know the applicant?
What is their relationship?
How long they have been knowing each other for and try to ascertain their previous rental place if
known?
Selection of Tenant
It is essential that it can demonstrated that each prospective tenant's application has been
processed consistently and objectively. Furthermore, anti-discrimination legislation requires that all
applicants are afforded the same opportunity.
To examine:
- Accurate Identification such as Driver's Licence, Passport, 18+ card
- The financial capacity of the tenant to pay the rent such as employment verification etc
- Tenancy record of the applicant such as previous rental experience and any history of breaches can
be verified by asking following questions:
Can you confirm the names on the tenancy agreement?
How long has the tenant been renting from you and what rent were they paying?
Were they use to pay rent on time
Was the property been maintained properly and was in the acceptable condition?
Did they have pets before?
Was the bond refunded in full?
What is opinion to recommend this person as a tenant?
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- Proof of their previous housing
- Proof of ability to pay rent on time such as recent two payslips, tax records
- Employment References such as payslips or bank statement showing ongoing payments
- References the applicant can provide asking them applicant referee some general question
question about the applicant's character
- Attitude to renting
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Activity 5 – Complete tenancy documentation
1. Write an email to a successful tenant that explains what is required of them
when they come in to sign the tenancy agreement.
The email should include documents that will be completed, money required,
invitation and instructions to use RBO and any other important information
that they should know
2. Complete the front page of the condition report using your home or office
Type your answer here
1.
To: [e-mail]
CC: [e-mail]
Subject: Signing of Lease
21/02/2018
Dear Rachel,
Congratulations! I am writing this email to let you that your tenancy application has been approved
by the owners. I would advise you to come and see us in our office following week with one week
holding fee to sign the agreement for rental property.
Applicant understands that once they sign the agreement and holding deposit is received by the
owner/agent. The premises will be taken off the rental market and reserved for the applicant and
other potential applicants will be turned away.
The purpose of the appointment is to ensure that there are no misunderstandings and are present
to complete the necessary documentation as followings:
-Monies required to pay on or before they enter into a residential tenancy agreement are: Holding
Fee, Rent in Advance, Rental Bond, Registration fee (if Required)
- The tenancy agreement is signed by all parties
- The tenant is invited to pay their bond using the Rental Bonds Online weblink or rental bond
lodgement form is completed
- You are provided with a copy of the residential tenancy agreement (Schedule 1)
- A copy of the rental bond lodgement form
-A copy of the NSW Fair Trading fact sheet 'New tenant checklist'and Áddendum to new tenant
checklist'
- Two copies of the Premises Condition Report (Schedule 2 of the tenancy agreement)
- If the property includes a swimming pool or spa, a copy of the certificate of compliance or
occupation certificate will be provided to you.
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Ultimately, if applicant after approval chooses not to enter into the rental/lease agreement, the
owner/agent will retain the holding deposit as 'lost rental damages'to cover lost opportunity to rent
the premises.
Thank you.
Regards,
Harry Watts
Property Manager
Excellence Property
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