When DHA identifies properties for civilian tenancy they will release
information about the property to one or more panel agents. The agent
is required to provide a rent appraisal and source and present a
suitable tenant for the property.
DHA will send an automatic notification when a property identified for tenancy has been allocated to the agent, advising the:
- date the property is available from
- date the property is available to
- agent’s management rate to be applied
- term type
If the property is occupied by a discharging member of the ADF, the agent is required to manage the tenancy and DHA will also provide:
- the current tenant name
- the start and end date of tenancy
- the weekly rent to be applied
When the Estate Agent logs in the property will appear in the Outstanding Tenancies tab with a status of Available for Tenancy.
Where the property is not occupied by a ‘Tenancy After Discharge’, the Estate Agent must inspect the property and provide a rent appraisal to DHA via email or phone within 3 days of being advised of the property becoming available. The Property Report can assist with the appraisal.
Keys can be accessed for the rent appraisal by contacting the local DHA office.
If DHA accepts the rent appraisal, DHA will enter that information into the tenancy and the agent can then proceed to source an appropriate tenant. The weekly rent will be displayed as a monthly value to assist agents with invoicing and as a recommendation for monthly rent collection.
The Estate Agent must advertise the property after the rent has been approved:
• in the Estate Agents window display within 2 days
• on the Estate Agents own website and on the most appropriate local internet sites within 2 days, and
• in an appropriate local newspaper within 7 days.
The Estate Agent must provide weekly written progress reports to DHA until a suitable tenant is identified.
If the Estate Agent is unable to identify a suitable tenant within 2 weeks of advertising commencing, they are to provide DHA with a written report outlining an alternative rental marketing strategy (including recommendations on any changes to the confirmed weekly rent amount).
The Estate Agent must locate and qualify suitable tenants and then submit the applications to DHA via an email for final approval.
DHA will approve or decline the application. If the tenant is acceptable to DHA then DHA will modify the status to Awaiting Tenancy Details.
Awaiting Tenant Details
Once DHA has approved the Estate Agent as the Managing Agent (that is, confirmed the listing), DHA will arrange for keys to be provided to the Agent. The Agent is required to make a record of all keys (a photocopy is recommended), retain one set of keys in their possession and provide the remaining keys to the agreed tenant.
All leases issued by Agents on behalf of DHA must include the following special condition to ensure the property is available to return to DHA in exceptional operational circumstances and where relevant legislation permits:
For Service reason, it is hereby agreed and declared that:
- the agreement hereby created can be terminated by the landlord giving to the tenant, or his agent, one month’s notice in writing of such termination, immediately after expiration of the said notice; and
- this present agreement and all rights, liabilities and obligations there under, shall cease and be void without prejudice to any claim by either party against the other in respect of any antecedent breach of any covenant or condition herein contained.
- the amount of rent to be paid is to be calculated on a proportional basis up to the date on which the said notice expires
If the property has been listed with more than one panel agent, they will be treated equally. Should the other agent be successful in identifying a tenant then you will receive an automatic email cancelling the tenancy, and the tenancy will appear in your Tenancy History tab with a status of Cancelled.
When DHA has set the status of the Civilian Tenancy to Awaiting Tenant Details, the agent is responsible for the Tenancy Agreement and entering tenancy information into Online Services.
Record tenancy information
At status of Awaiting Tenant Details, the agent is
able to update information against the tenancy and should record the
details of the tenant as soon as it is approved by DHA:
• Start and end dates
• Primary tenant name
• Primary tenant contact details
Signed tenancy agreement
The Agent is required to attach the Signed Tenancy Agreement within 10 days of the lease commencing:
• Click the drop down under Upload new attachment, select type of attachment
• Click Browse, select the file from your computer and click Open
Condition and Inventory Report
• The Condition and Inventory Report is to be attached within 7 days of the lease commencing.
• Photos showing the detail of any existing damage should also be provided to support the condition report.
• The Bond Receipt is to be attached within 10 days of the lease commencing.
Agent invoices are automatically generated on the first day of each month for rent and for the month in arrears.