Click on the processes below to learn more.


Start with the end in mind.

The cleaner and well maintained you hand your property over to a tenant, the cleaner and well maintained they have to leave it.

Madeleine Hicks Real Estate has a strict tenancy application process. Although there are no 100% guarantees, we have developed a selection process which we believe will give you the best chance of finding the right tenant for your property.

All applicants must complete our best practice application form and provide 100 point identification, proof of income, personal references and proof of previous living arrangements.We verify the applicant’s details as part of the application process and will discuss all tenancy application offers with you. 

What we are seeking from the tenant on your behalf is sound evidence of the following:

  1. The applicants' ability to pay the rent for the property; and
  2. The applicants' ability to care for the property

We run checks from two databases to see if the tenant has any past debt recovery records: 

  1. TICA (Tenancy Information Centre Australia)
  2. BARCLAY MIS Protect and Collect Australasia

When assessing their suitability:

  • Ask for written referrals from other real estate agencies
  • Call and question all character referrals (i.e. the people who the applicant allows us to contact to discuss their potential)
  • Check their social media profiles. 

This process takes one staff member approximately 1.5hrs per person. With the average completed tenancy application forms taking between 3-4 hours each.

After all the above tasks are completed, all applications are presented to you with our recommendation/s. Which application you choose ultimately comes down to you, the landlord. 

We have 3 options available for tenants pay their rent money. 

  1. Direct debit (preferred) 
  2. Bank Cheque (although rent is not recorded until the cheque is cleared, therefore payments should be submitted at least three days prior to due date)
  3. Money order

We do not have EFTPOS facilities available at our office. To avoid late payments, we require tenants to pay the first two weeks rent when keys are collected to ensure they start off in credit.

We then encourage tenants to begin payments one week after they move into the property, therefore they will ALWAYS be in advance.

This also allows them to avoid having anything outstanding on their accounts should you experience a delay due to – public holidays, banking or payday problems. 

Setting up a direct debit from their account to also ensure that payments are made is strongly encouraged.

Landlords have the option to choose between fortnightly or monthly disbursements. 

Our Property Management team carry out regular periodic inspections on your investment property. These generally occur every 3 to 4 months.  There are two main reasons we carry out the inspections;

  • Ensure that any maintenance on the property is reported; and
  • To ensure that tenancy obligations are being met by both parties.

We particularly ensure that obligations included in the tenancy agreement are being met such as the property is clean, having regard to the condition the property was found in at the beginning of the tenancy (as per standard term 26 of the agreement). 

We also visually identify any maintenance issues, particularly possible water leaks or matters that are readily apparent upon visual inspection. We remind tenants that it is a requirement of the tenancy agreement to report any routine or emergency matters and or any damage to the premises (refer to standard term 32 of the agreement).

An Emergency Repair; once received by our office must be actioned by our Property Management Team ASAP. 

Under the Residential Tenancies and Rooming Accommodation Act 2008 the Act states emergency repairs as:

  • a burst water service or a serious water service leak
  • a blocked or broken lavatory system or fittings
  • a serious roof leak
  • a gas leak
  • a dangerous electrical fault
  • flooding or serious flood damage
  • serious storm, fire or impact damage
  • a failure or breakdown of the gas, electricity or water supply to the premises
  • a failure or breakdown of an essential service or appliance on premises for hot water, cooking or heating
  • a fault or damage that makes premises unsafe or unsecure
  • a fault or damage likely to injure a person, damage property or unduly inconvenience a tenant of premises, or
  • a serious fault in any staircase, lift or other common area which inhibits or unduly inconveniences residents in gaining access to or using the premises 

Emergency Repairs are allocated as our highest priority. The landlord is contacted as soon as the notification is received and the appropriate action is carried out swiftly. The outcome of the emergency is then communicated to both the landlord and the tenants.  

Smoke Alarms:

It is has been a requirement in Queensland since July 2007 for smoke alarms to be installed in all properties (houses and units).

This includes all owner-occupied and rental properties. Every property listed for sale and/or rented in Queensland must have minimum smoke alarms installed.

Madeleine Hicks Real Estate's property management team will organise for your smoke alarms to be installed, cleaned and certified by a professional before the start or renewal of any tenancy by a professional contractor.

We then receive a 'compliance certificate' from the contractor (which is useful to have for risk management purposes) and send the landlord a copy also.

Safety Switches:

All rental properties must have a safety switch installed in the power circuit of the property. At the beginning of any new tenancy, our property management team will visually check the property for a safety switch. If we are can't locate the switch or feel the switch is unsafe, the team will call in a professional contractor. 

Property managers/owners are allowed to pass on the full cost of water consumption, provided:

  • the rental property is individually metered 
    (or water is delivered by vehicle), and

  • the rental property is water efficient, and

  • the tenancy agreement states the tenant must pay for water consumption

We recommend installing water efficient devices and acquiring a water efficiency certificate from a trusted plumber. Once acquired, you can pass on 100% of the water consumption charges back to the tenant. Our property management team are happy to help organise a plumber and the water efficiency certificate on your behalf. To get started, email us at property@madeleinehicks.com.au