For Tenants

Finding a Property

All properties for lease are listed on the John Matthew & Sons website along with and  Begin looking for a property that may service your needs.  Once you have found a property you like take a drive past and see if the area and outside of the property is what you were hoping.  Once you have done this call into our office or give us a call and we will arrange a time for you to view the inside.  Bear in mind you can‘t place an Application for Tenancy of a property until you have viewed the inside.  Please note that any viewings take place between 8.30am and 5pm Mon – Fri and 12.30pm-4pm on Saturdays.  Viewings also depend on being able to contact the current tenants for access at a time that suits them.  This can take a couple of days.

Applying for a Property

Once you have internally viewed the property you are now able to submit an application for tenancy.  You will be given an application form by the property manager when you view the property.  Fill in ALL your details.  The more details the better the application.  Once you have completed the form with all people on the application that will reside in the property you will need to visit our office in order for us to process your application.  A holding deposit ($50 for properties where the weekly rent is under $500, $100 for properties with rents exceeding $500) must be paid when you lodge your application.  Should your application be successful the holding deposit is transferred to your rent.  Should you be unsuccessful this holding deposit is refunded back into your bank account. The property manager will do thorough ID checks on each tenant including a Nationwide tenancy database check, reference check and employee checks.  You will be notified within 48 hours if your application has been successful of not.  This time can vary depending on the location of the property’s owners.

Signing a Lease and Picking up Keys

Once you have been successful an appointment will be made for you to visit the office to read and sign the appropriate lease.  Allow 1 hour for this.  The lease will need to be signed by every person on the lease who will be residing at the property.  You will also need to bring in your residential tenancy bond and rent paid in advance.  This equates to 5 weeks rent.  Once all the documents are signed and the move in costs are paid you will be given the keys to you property.  If a pet has been approved at the property, a pet bond of $100 may also apply.  A copy of all documents you sign will be given to you for your records.  Please ensure you keep these in a safe place.

Property Condition Report

A Property Condition Report will be given to you either at the time of signing the lease or within seven days of the commencement of your tenancy. Please review this report and make any amendments you feel necessary and return an amended copy to our office within seven days. The property condition report details the condition of the property when you move in and is used at the final inspection to make sure you leave the property in the same condition. If you do not return an amended copy, the original report will be used at your final inspection.

Rent Payments

Your lease agreement will state how often rent should be paid, either weekly or fortnightly. Please note we prefer not to accept cash at our office and would prefer your payment either by EFT, BPay or Rentcard. Please discuss with your Property Manager if you have any concerns.

Arrears Process

You are required to pay rent in advance on or before the due date. If your rent remains unpaid after the due date we will contact you by phone, email or SMS. If on the 3rd day the rent still remains unpaid you will be issued with a Breach Notice. We will then proceed to termination on expiry of the breach if the rent remains unpaid. This could result in a court application.

Routine Inspections

The first routine inspection will be conducted 4-6 weeks after the commencement of your lease and then 3 monthly after that. These inspections are not only to ensure that you are maintaining the property but also to note any maintenance that may be required. We will notify you by SMS and again in writing at least seven days prior to the inspection date. If this time is not acceptable please notify our office for a more suitable time. You are not required to be present at the inspection however you are welcome to attend if you wish to do so.

Security Bond

Your security bond and pet bond will be lodged with the Bond Administrator and the names of all parties on the lease will be listed on the bond lodgement form. The Bond Administrator will send you a record of payment.

Return of your Bond

At the end of your tenancy a final inspection will be conducted once you have returned the keys to our office. If cleaning or maintenance is required you will be advised. It may be necessary to employ a professional cleaner or maintenance contractor and the cost will be deducted from your bond. A cleaning checklist will be sent to you prior to vacating the premises advising you of what is expected at the property by your Property Manager.

A bond disposal form will be sent to you for signing, this should be returned to our office so it can be sent to Bond Administration for the release of your bond. If there are any deductions for cleaning, repairs, water usage or arrears, the amount must be agreed upon before the money can be released by the Bond Administrator.

Outstanding Rent

At the end of the tenancy any unpaid rent will be deducted from the bond before it is returned to you. It is an offence under the Residential Tenancies Act to stop paying rent with the view that it will be taken from your bond.

Rent Reviews

If a rent review clause is included in your 12 month fixed term lease agreement, the rent will be reviewed at 4 months and if an increase is applicable, you will then be given 60 days written notice advising of the rent increase and the amount it will increase. Your lease agreement will state the amount by which the rent will increase. If the market does not indicate the need for an increase, your rent will remain the same.  If your fixed term lease is for a 6 month period, the rent will be reviewed at the end of the lease. If your lease is periodic, the rent can be reviewed every 6 months.

Water Consumption

You are responsible for the payment of water consumption. You will be sent an invoice for the water consumption charges approximately every two months and you will be required to make the payment to John Matthew & Sons, not the Water Corporation. Non-payment of water invoices is a breach of your tenancy agreement so please ensure that the charges are paid by the due date.

Saving Water

  • Only water on your allocated days
  • If your property has reticulation check that it is not staying on for too long
  • Check there are no leaking taps or toilets (contact your Property Manager)


You are required to have your own insurance for contents as the owner’s building insurance will not cover this. If the owner claims on their insurance for damages or repairs caused by you or your visitors, they may require you to pay the excess for the claim.


You cannot have other people living at the property who are not listed on the lease without the owner’s permission. If a person wishes to move into the property they will need to complete an application form, provide identification and go though the same process as for a tenancy application. This will be submitted to the owner for approval.


If your lease allows you to have a pet at the property, this permission is only for the pet stated on the lease agreement. If you wish to get another pet you will need to request permission from the owner.

Pet Bond

If you are permitted to have a pet at the property a pet bond of $260.00 is required. This bond is held for the purpose of fumigation after you vacate. If you provide a receipt for fumigation the pet bond will be refunded to you, if not we will arrange for the property to be fumigated after you have vacated and deduct the cost from your pet bond. Any damages caused by the pet will be deducted from your security bond.


It is important that you notify us of maintenance as soon as possible in order for us to arrange for repairs. If you do not report maintenance you could be held liable for the cost of the repairs. Safety is important and there are a number of situations that may place you at risk, contact us if you have a concern.

The owner is responsible for maintenance of the property including the structure and any appliances that form part of the lease. You are liable for damage or repairs that are a result of any action by you or your visitors to the property. You must report any damage to us and failing to do so will be a breach of your lease agreement.

Swimming Pool & Spas

You must make sure that swimming pools and spas are in the same condition as when you moved in and it is your responsibility to supply chemicals. If the owner pays for a monthly pool service you will be invoiced for the chemicals used at the service. Payment of this invoice should be made to John Matthew & Sons. You are responsible for the day to day upkeep of the pool and its equipment, ensuring that the water is kept clean and chemicals added if required. You cannot drain the pool. While renting the property you are required to comply with the council regulations regarding pools and spas. Please ensure that the gate is always kept closed and contact us immediately should have any concerns about compliancy.

Locks & Keys

It is the owner’s responsibility to ensure that the property is compliant with security legislation. If you have any concerns please contact your Property Manager immediately. If you require additional security you will need to have approval from the owner and discuss with your Property Manager. If you do install or change locks a full set of keys must be provided to the agent within 3 days. If you lose your keys or lock yourself out of the property, you may collect our office set of keys during business hours. If it is outside normal business hours you will need to call a locksmith to let you into the property. The cost of the locksmith will be your responsibility.

Light Globes

All globes should be working when you move into the property. You are responsible for replacing globes throughout the tenancy and making sure all lights have working globes when you vacate. If you have fluorescent tubes that are starting to flicker or not working you may need to replace both the tube and the starter.

Lease Expiry

Your Property Manager will contact you before the expiry of your lease agreement to ask if you wish to renew the agreement. You will be advised if the rent is going to change and of the new amount prior to signing the new lease. If you wish to vacate the property on the expiry of the lease you are required to give 30 days’ written notice prior to the lease end date.

Unless a new lease is signed or you vacate the property at the expiry of the lease, a fixed term lease agreement continues on after expiry. It becomes a periodic tenancy with the same terms and conditions of the original lease. You are required to give 21 days’ written notice if you wish to vacate on a periodic tenancy. The owner may end the periodic tenancy by giving you 60 days written notice; he does not have to give you a reason for the termination.

Ending a fixed term tenancy before the expiry date

A fixed term lease cannot be ended before its expiry date unless there is an agreement between the tenant and the owner. If you wish to vacate this becomes a break lease and you are required to pay the owner’s costs to find a new tenant as well as pay rent until the property is re-let. If you wish to break lease you can expect to pay some or all of the following costs

  • Rent until the property is re-let
  • Advertising costs to re-let the property
  • The unused portion of the owner’s letting fee
  • Cost of a final bond inspection
  • Data Base Costs for processing new applications
  • You will also be required to maintain the property until it is re-let, including care of the property, gardens and pool.

Breaking lease can be a costly experience you should contact your Property Manager to discuss your options if you are unable to continue your lease.

Vacating the Property

You are responsible for paying rent until all of the keys and security remotes are returned to our office. Contact your Property Manager prior to your vacate date to arrange a time to return the keys. Before handing the keys back to the office you will be required to ensure the property is in the same condition as when you first began your lease.  Refer to your Property Condition Report for this.  You will also need to arrange for the carpets to be professional steam cleaned as well as mattresses or lounges should the property be furnished.  Our office has a list of cleaners if required.

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