Owners Instruction Form

Owners Instruction Form
Select the office through which you are leasing your property *
What is the name of the Jellis Craig agent with whom you’ve been dealing?*
What is the address of your Rental Property?*

Street Address

Street Address Line 2

SuburbState / Province

Postal / Zip Code
Contact Information
Is this property privately owned or is it owned by a company / superfund?*

Privately ownedOwned by a company/superfund
What is the name of the company or superfund?*
How many owners does this property have?*
Owners name (Main contact)*

TitleFirst NameLast Name
Mobile Phone Number*
Email*
example@example.com
Alternate phone number
Home, business or mobile
Alternate email
example@example.com
Owners name 2*

TitleFirst NameLast Name
Mobile Phone Number*
Email*
example@example.com
Owners name 3*

TitleFirst NameLast Name
Mobile Phone Number*
Email*
example@example.com
Owners name 4*

TitleFirst NameLast Name
Mobile Phone Number*
Email*
example@example.com
ACN
if applicable
ABN
if applicable
Postal address*

Street Address

Street Address Line 2

SuburbState

PostcodeCountry
Banking Information

Please include banking information below for direct deposit of rental payments, if no details are included below then rental payments will be delayed until the information is provided.
Account holder name*
Percentage of rental income to be paid to this account
The contents of this field is calculated based on the below fields.
BSB*
Account number*
Do you require your rental payments to be split to a secondary bank account?*

YesNo
Account holder name
Percentage of rental income to be paid to this account
BSB
Account number
Emergency Contact Information
Any matters concerning my/our property should be referred to the below contact in the event that I/we cannot be contacted in the case of an emergency.

Emergency contact must not be the owner(s) of the property, or someone you live or travel with.
Emergency contact name*

First NameLast Name
Relationship to owner(s)*
Emergency contact email*
example@example.com
Emergency contact phone number*
Owners Corporation

Please fill this section in if the Owners Corporation applies to your rental property. Residential Rental Providers are required to provide Owner Corporation Rules alongside the Tenancy Agreement at the beginning of a Tenancy.
Is your property subject to an Owners Corporation?*

YesNo
Company*
Strata plan number
Contact person*
Contact phone number*
Email*
example@example.com
Postal address*

Street Address

Street Address Line 2

SuburbState

Postcode
Does your property have one or more car spaces on title?*

YesNo
What are the car park number(s)?*
Separate multiple entries with a comma
Where are the car park(s) located?
Does your property have a storage cage on title?*

YesNo
What is the storage cage number?*
Where is the storage cage located?
Is there a specific utility provider / an embedded network for electricity in the building?*

YesNoUnsure
What company provides this electricity service?*
Is there a specific utility provider / an embedded network for internet in the building?*

YesNoUnsure
What company provides this internet service?*
Is there a bulk hot water or gas service within the building?*

Yes - hot waterYes - gasNoUnsure
What company provides this service?*
Is the tenant required to set up the account?*

YesNo
Property Details
Gas Meter Number
If known
Electricity NMI Number
If known
Does your property have at least one car space?*

YesNo
How many car spaces does your property have?*
enter only numbers
What type of car space(s) are they?*

GarageCarportOff street parkingOther
Does your property have a swimming pool or spa?*

Yes - swimming poolYes - spaYes - both swimming pool and spaNo
Note: If the swimming pool/spa is not under your control, please select 'No'. Not under your control refers to whether the pool/spa is maintained by an Owners Corporation, rather than yourself as the owner.
Does it operate with Salt or Chlorine?*

SaltChlorineOther
Does the pool/spa have compliant safety barriers?*

YesNoUnsureOther
Has a registered building surveyor or inspector certified that the pool/spa safety barrier is compliant within the last 4 years? (note: this is required to be completed every four years)*

YesNo
Please upload the Certificate of Compliance that has been registered with your local council.

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Regulations now require owners to register permanent and most relocatable private pools and spas (that are 30cm in depth or more) with their local council.

Owners are also required to have a registered building surveyor or inspector certify that the pool or spa safety barrier is compliant every four years. Registrations that are not completed by 1st June 2020 may be subject to a fine outlined by your local council.

Depending on the date the pool or spa was installed, there are different requirements for the standard to which the pool or spa must comply:
- Checklist 1 (for pools and spas installed before 8 April 1991)
- Checklist 2 (for pools and spas installed between 8 April 1991 and 30 April 2010)
- Checklist 3 (for pools and spas installed from 1 May 2010)
For more information click here. It is important to contact your local council for further details on the registration process and corresponding registration fee.
Does your property have a security alarm system?*

YesNo
Is the alarm system operational?*

YesNo
What is the arm / disarm code for your alarm?*
Is the alarm system monitored?*

YesNo
What is the company that monitors your alarm?*
What is their contact phone number?*
Does the building have heating and/or cooling?*

Yes - HeatingYes - CoolingYes - Both heating and coolingNo the building does not have heating or cooling
What kind of hot water service does the property have?*
Does the building have a fireplace?*

YesNo
Can the fireplace be used?*

YesNo
Are all appliances and remote controls in good working order?*

YesNo
Please specify which appliances or remotes are not working:*

Please select items to remain during the tenancy*

	Yes	No	N/A
Dishwasher
Microwave
Shed
Fridge
TV antenna
Water tank
Drapes / Curtains / Blinds
Ceiling Fans
Free standing wardrobe

Accessibility Features
For people with disabilities and older people, good access can be a real selling point.
Please tick all which apply:

There is level or ramped access to the entrance (no steps).There is an entrance-level toilet.There is an entrance-level bathroom.There is an entrance-level bedroom.The rooms, hallways and doorways are spacious enough for a wheelchair user to move around easily.There are no internal stairs.None of the above
Please note any other accessibility features here
Insurance Information

Jellis Craig Insurers enforce that we are unable to manage properties without full building insurance cover and public liability insurance of $5 million or greater. Please confirm that you hold this level of cover.
Building insurance
Insurer
Policy number
If known
Policy expiration date

DayMonthYear
If known
Landlords insurance
Insurer
Policy number
If known
Policy expiration date

DayMonthYear
If known
Contents insurance
Insurer
Policy number
If known
Policy expiration date

DayMonthYear
If known
Do you have Emergency Home Assist Cover?*

Yes - with RACVYes - With AllianzNo
Your building insurance will not cover owner’s contents, such as carpets and curtains in the event of fire or water damage so it is essential you have adequate cover in the event you need to replace these items. We strongly suggest that you check with your insurer in relation to the level of Landlord Protection and Building Insurance cover to ensure that any potential liability is fully covered, and also that you notify your insurance company as and when your property become vacant. The Financial Services Reform Act prevents Jellis Craig from recommending insurance policies. In the event that you have any questions around different policies, we suggest you contact a licensed financial service provider to assist and to arrange your cover*

I/We acknowledge that Jellis Craig has advised me/us of the importance to obtain adequate Insurance cover, including Landlord’s Protection Insurance for my rental property.
Safety Check Obligations
Safety & compliance obligations have significantly increased for Victorian rental providers with changes made to the Residential Tenancies Act (Vic) from 29 March 2021. It is mandatory to complete safety checks on:
- Smoke alarms, at least once every 12 months
- Gas & electrical appliances, installations & fittings, at least every 2 years
- Detailed reporting for all services required to be completed, retained and made available to renters on request.
We have you covered

Jellis Craig has partnered with Detector Inspector, our preferred supplier, to offer their Safer Home plans to help you make and maintain your property’s compliance now and into the future.

Detector Inspector makes over 400,000 homes safer every year and offers its services individually, or as part of a discounted bundle – it’s Safer Home plans. You can read more about their plans here.
Please select your desired Safer Home Package*

Smoke alarm & electrical safety checks (Base plan) - $239 +GST per year (for 2 years)Base plan + gas safety check (1 appliance only) - $349 +GST per year (for 2 years)Base plan + gas safety check (2+ appliances) - $429 +GST per year (for 2 years)Individual Service - Smoke alarm safety check - $99 +GST per yearIndividual Service - Electrical safety check - $322 +GST every 2 yearsIndividual Service - Gas safety check (1 appliance only) - $249 +GST every 2 yearsIndividual Service - Gas safety check (2+ appliances) - $449 +GST every 2 yearsNo thank you, I have made my own arrangements for the Mandatory Safety Checks
Acknowledgement*

By selecting a Safer Home plan for my property above, I agree to be bound by Detector Inspector's Terms of Service (www.detectorinspector.com.au/terms-conditions/) (as modified from time to time)
Acknowledgement*

By selecting “Decline” in the table above, I acknowledge and understand that I am responsible to ensure my property(ies) meet the safety & compliance obligations set out by law (and amended from time to time), including my obligations under Victoria’s Residential Tenancies Act and that I have obligations that may include (but may not be limited to) (a) arranging the carrying out of electrical, gas and smoke alarm services in line with all applicable laws and standards; (b) providing compliance reports in respect of all properties to Jellis Craig upon request, including the licence number of the qualified tradesperson who carried out the works; and (c) providing all smoke alarm manufacturer guidelines and instructions to Jellis Craig upon request.
Prior service dates

Rental providers must provide dates of the last Safety Checks in the mandatory Disclosure Statement. Please provide dates below or indicate where no prior service has been completed.
Smoke alarm safety check*
Insert date or type N/A
Electrical safety check*
Insert date or type N/A
Gas safety check*
Insert date or type N/A
Routine Inspection & Urgent Repair and Key Information
As part of our property management service, Jellis Craig conduct routine inspections throughout the tenancy of your property. Should you wish to be invited to these inspections please advise to us in writing so that we are able to make relevant arrangements to contact you.
Keys & Security Access Devices
The Residential Tenancies Act requires that a set of keys or any security access devices to all locks on the rental premises be provided to all Renters listed on the Tenancy Agreement. We will also require a set of keys to be held in our office.

Where a property has an Owners Corporation: For additional remote controls/electronic fob or access cards, you may need to order this directly from the Owners Corporation (please note, these requests may have a 14 day turnaround, so the request to your OC should be organised as soon as practicable).

Should our office not receive all necessary keys or security access devices, we will arrange for necessary keys to be cut and security access devices to be ordered. Costs incurred will be deducted from your first rental payment.
Acknowledgement*

I/We have read and understood the above disclaimer.
Urgent Repairs

It is a requirement of the Residential Tenancies Act 1997 that all renters are provided with a statement detailing whether or not the agent can carry out urgent repairs on behalf of the owner and if so, up to what amount. The monetary limit for urgent repairs that can be directly organised by the renter, as stated by the Residential Tenancies Act 1997, is currently $2,500.00 (Inc. GST).

Additional Expenditure: In recent years this amount no longer covers the cost of replacing a hot water service or ducted heating unit; therefore, we require authority in the amount of $3,300.00 (Inc. GST) in line with the recommendations of the Real Estate Industry of Victoria (REIV).

Items considered as urgent repairs under the Residential Tenancy Act 1997 are defined here
I authorize the following dollar amount to be spent on urgent repairs*

$2,500.00 (Inc. GST) as per the legislation.$3,300.00 (Inc. GST)
Some of our clients prefer to provide us with an authority to perform minor maintenance works up to a specified limit per year. If you would like to nominate a non-urgent repair limit, please enter the amount below

I would not like to nominate a non-urgent repair authorityOther
Special Conditions
MINIMUM RENTAL STANDARDS AND ITEMS NOT TO BE REPAIRED

An owner has a responsibility under Residential Tenancies Act 1997 to ensure the property they are leasing out is both reasonably clean and meets the Rental Minimum standards prior to the commencement of the rental agreement. It is generally assumed by Renters that all fixtures and fittings visible in a property are fully operational.

Outside of the Rental Minimum Standards, unless it is specifically detailed in the rental agreement that an appliance is not working and will not be repaired, it is expected that the owner will carry out any necessary repairs to have the item operational.
To ensure that we are representing the property fairly in all advertising please advise us in writing, prior to listing your property for lease, if you are aware that an appliance outside of the Rental Minimum Standards is not functioning and you do not intend to repair it during the tenancy. Jellis Craig recommend that you remove any items that are not in working condition prior to advertising. *
Please specify the details above. If this question is not relevant to you, or you do not have an answer for it, please type N/A. If Rental Minimum Standards are not met at the commencement of a rental agreement, this must be disclosed to the Renter. You should be taking steps to rectify the issue/s as soon as practicable, otherwise the Renter can pursue resolution of the issues as an Urgent Repair.
PREFERRED CONTRACTORS/TRADESPEOPLE

In the event that a repair (urgent or non-urgent) is required to be undertaken at the property, to the extent you have detailed contractors below, Jellis Craig shall endeavour to use those contractors to undertake the repair.

In the event that either (1) you have not detailed a contractor for a specific repair, or (2) you have detailed a contractor for a specific type of repair but that contractor is unable or unwilling to undertake the repair, Jellis Craig is authorised by you to engage its own preferred contractor to undertake the repair.

Prior to doing so, Jellis Craig shall attempt to first contact you. Whilst Jellis Craig will take due care in engaging a contractor, you will remain responsible for all acts or omissions of the contractor in undertaking the repair.
REGULAR CONTRACTORS/TRADESPEOPLE

If you have any regular maintenance carried out at the property, such as gardening, pool cleaning, gutter clearing, etc. please detail these below and the regularity of their attendance.

Please note: All contractors engaged by Jellis Craig (as your agent) are required to carry Work Cover and Public Liability Insurance, failing which you must engage the contractor directly.

In the event that Jellis Craig is no longer collecting rent on your behalf and there are outstanding invoices pertaining to the property the creditor/s will be provided with your address and telephone numbers in order to pursue payment of the invoice/s.
STATEMENT INSTRUCTIONS

Email statements and invoices are issued via email and all funds paid by direct debit. A financial report (income and expenditure) will be sent to you each year in July for your tax records and must be kept safely. If another report is requested there will be a nominal charge which will be deducted from the next rental statement after the request is made.

PAYMENT INSTRUCTIONS

Jellis Craig can arrange payment of various service suppliers such as local council, water and sewerage suppliers, Owners Corporation or land tax to provide you with a comprehensive annual income and expenditure statement.

Due to privacy, we require you to contact these organisations and request that they arrange for all future accounts and correspondence to be sent to our office.

Please note:
- It is important to check with your Jellis Craig office in regards to the payment of Municipal Rates. Some offices do not allow the rates to be paid in instalments or prepaid. They are instead deducted in full from the December/January rental and paid to the council by the due date of mid-February; and
- The council will not re-issue previously issues rates notices (which generally issued in August). If you have received a notice prior to this instruction you will need to pay the rates on that notice.
VICTORIAN AND CIVIL ADMINISTRATION TRIBUNAL CHARGES (VCAT)

Please refer to www.vcat.vic.gov.au to view VCAT fees and charged.
DISBURSEMENT – We offer four pay cycles – Please select an option as below.

Please note that funds will only pay to you once cleared from the tenant – these take 3 business days to clear. A statement will only be generated when a payment is made to you not on the below frequency.
Cleared FundsFriday of each weekMid-Month (Approx. 15th of each month)End of Month (31st or 1st of each month)
IMPORTANT INFORMATION

A regular inspection of a property by a qualified building inspector is recommended to identify any structural or other defects. Jellis Craig is not qualified to undertake such an inspection and cannot accept responsibility to ensure that any property is safe and meets building and Council regulations and to minimise the risk of injury or loss arising from any defect.

SUMMARY

Jellis Craig is hereby authorised to collect rents due and issue receipts for rents, bonds and other monies collected on your behalf; serve notices upon renters and exercise your right to terminate tenancies and rental agreements in accordance with the provisions of the Residential Tenancies Act, 1997; attend Tribunal hearings on your behalf.

Any information provided to us within this instruction form is given subject to the Jellis Craig Privacy Policy.

INDEMNITY

You agree to indemnify Jellis Craig as the managing agent for any claims made for unpaid repairs or maintenance accounts authorised in accordance with your instructions.

You also agree to fully reimburse any advertising expenses incurred in accordance with your instructions in the re-letting of the property.

ELECTRONIC SERVICE OF DOCUMENTS

You acknowledge that either you or Jellis Craig may send Notices via electronic means, this digital instruction form included, and pursuant to the Electronic Transactions (Victoria) Act 2000 you acknowledge that

(i) you consent to the receiving of notices via electronic means and confirm that the email address provided in the original Owners Instructions form will be used by Jellis Craig for the purpose of sending such notices.

(ii) that if you change email addresses during the term of the tenancy then it is your responsibility to notify Jellis Craig, in writing, of the new email address

CYBER FRAUD

The Rental Provider acknowledges that there is a risk of Cyber fraud or other unauthorised completion/amendment to this Owners Instruction Form if it is transmitted to Jellis Craig by electronic means. There is also a risk of errors or omissions corrupt data incorrect operation of equipment and/or systems on which the Owners Instruction Form is completed stored or transmitted electronically and/or other causes beyond the control of Jellis Craig. Jellis Craig shall not be liable to the Rental Provider or for any claim action or demand arising from such cause. The recipient of any data transferred electronically by Jellis Craig during the course of the lease of the Property shall be responsible for the accuracy and completeness of the data transferred.

Privacy Collection Notice

Jellis Craig Corporation Pty Ltd and its associated companies request certain personal information, including the above, in order to provide goods and services to you in accordance with our Privacy Policy and the relevant Privacy Collection Notice.

Our Privacy Policy and the relevant Privacy Collection Notice can be viewed at www.jelliscraig.com.au/about-us/important-info/privacy-policy or contact your Jellis Craig office and we will send or email you a copy free of charge.
Acknowledgement*

I/We have read and understood the above disclaimer, and are the legal owner/s of the property.
Proof of Ownership
Our auditors require confirmation of ownership, please attach a current council rates notice and/or certificate of title. If the ownership is under a company name, a company statement and/or company extract listing all directors will be required. *

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Please input your signature below. By doing so you verify that you are the legal owner of the property and all information provided is correct.

By affixing a digital or electronic signature to the Owners Instruction Form you acknowledge that your digital or electronic signature is equally binding upon you as if you had executed the Document on paper with ink
Clear
Should be Empty:

Owners Instruction Form

Contact Information

Banking Information

Emergency Contact Information

Owners Corporation

Property Details

Accessibility Features

Insurance Information

Safety Check Obligations

We have you covered

Prior service dates

Routine Inspection & Urgent Repair and Key Information

Special Conditions

Proof of Ownership