7 Time-Saving Tips for Agents Working with Estate Management

When renting or selling a property in a sectional title estate or complex, estate agencies and their agents may have to work closely with an Estate Manager or management company. Understanding their specific requirements is vitally important to ensure hassle-free tenant placements or property sales. This is essential, particularly if the agent is going to be managing the property on behalf of the owner.

Some companies require estate agents to be registered with the company before permitting agents to work in the complexes or estates they manage; this is to ensure security is advised of the possibility of increased traffic into the complex or estate and some management companies supply a list of their registered agents to owners looking to rent out or sell their property.

Here are 7 time-saving preparation tips to remember when working with estate management companies:

#1 – Conduct Rules

One of the most important documents to have in your possession before listing a property is a copy of the Conduct Rules for that complex or estate.

Time-saving tip – Familiarise yourself with these rules, this will ensure you are prepared for any queries the potential tenants or new owners may have, before going through the viewing process.

#2 – Pets

The number of pet-friendly accommodation options has significantly reduced over the years and complexes and estates that still allow pets are in high demand. Once again, before listing the property, check the conduct rules as the number, height and type of pet allowed vary from complex to complex.

Time-saving tip – Most complexes and estates require full vaccination and sterilisation documents be provided before management and/or Trustees approve the pets, check that your prospective tenant or owner fulfils these requirements before signing a lease or offer to purchase.

#3 – Movements In and Out

Most estate management companies request new residents, owner or tenant, to complete a movement in or out form which is generally required to be submitted to the company at least 3 working days prior to the move. Be mindful that the agent or owner may be charged a late penalty fee should the forms not have been received timeously, prior to the intended movement date.

Time-saving tip – Remember to inform the new resident of the maximum tonnage and height of a movement truck allowed in the complex or estate, security requirements and movement times to ensure your new resident has a smooth move into their new home.

Related Reading: 5 Home Improvement Projects to Tackle Before Moving into a New Home

#4 – Access Control

The completion and submission of this information will allow the management office to add the residents to the access system and depending on the type of access system, allow them to generate codes for their visitors.

Time-saving tip – Instead of tags or remotes, biometric access has been implemented at a number of sectional titles complexes and estates and you may have to arrange an appointment time with estate management to register the new resident(s) on the system, on or before their movement date.

#5 – Facilities available

Most facilities including clubhouses, indoor and outdoor sporting facilities, sauna and steam rooms, to name a few, have a booking system and associated rules.

Time-saving tip – If not outlined in the Conduct Rules, ask estate management for all the forms required or associated rules and add them, along with any other forms, to a “Welcome Pack” for the new resident.

#6 – Fibre

In older complexes and estates, fibre may have been installed a number of years after development.

Time-saving tip – New residents like to know fibre availability and that their ISP is supported. Ensure the estate management company advise the name of the fibre provider in the complex or estate and whether there is a communal or fibre DSTV system.

#7 – Gas installations

According to law, gas stoves, hobs or braais installed as a permanent fixture, require a certificate of compliance, a copy of which is sent to Estate and/or Managing Agents for insurance purposes.

Time-saving tip – Should the property have any of the above permanently installed, ask the Estate Manager for a copy of the CoC or should the new resident intend to install such a feature, ensure they are aware of this process.

In Closing

Estate management companies are contracted by a Body Corporate to provide assistance with all aspects in the daily running of the complex or estate. This includes security, maintenance, garden services and ongoing/future projects in their complex or estate, so understanding and meeting their requirements will benefit the agent and ensure future referrals.