Day-to-Day Property Management: Inspections, Maintenance & Rent (2026)

Once your tenant has moved in, your job shifts to routine management. Done well, this takes 3–8 hours per month during stable tenancies. Done poorly, it becomes a constant headache.

This guide covers the key areas of ongoing management: condition reports, inspections, maintenance, rent collection, fair wear and tear, and annual tasks.

This is Part 4 of our 6-part series on self-managing rental properties in NSW.

Quick Summary

• Complete a detailed condition report with photos before the tenant moves in—it's your evidence for bond claims
• Conduct 2–4 routine inspections per year (7 days written notice required, max 4 per year)
• Respond to urgent repairs within 24–48 hours; emergency repairs immediately
• Set up clear rent payment systems and address late payments early
• Document everything—"he said, she said" loses at NCAT

Condition Reports

The condition report is your most important piece of documentation. It's the baseline for assessing damage at the end of the tenancy and your evidence for any bond claims.

Ingoing Condition Report

Complete this before or when the tenant moves in. NSW Fair Trading provides a standard template.

Walk through every room and document:

Be Specific, Not Vague

Don't write "carpet worn."

Write: "Living room carpet has light traffic wear in doorway area, approximately 30cm × 20cm, consistent with 8-year-old carpet."

The more specific you are, the better you can assess fair wear and tear vs damage later.

Take Photos of Everything

Modern smartphones make this easy. Capture:

• Wide shots of each room from multiple angles
• Close-ups of any existing damage or wear
• Appliances and their condition (including model numbers/serial numbers)
• Outdoor areas in detail
• Smoke alarms showing they're installed
• Meter readings at handover

Store these photos securely—cloud backup recommended. Include reference numbers in your condition report notes.

Give Tenant 7 Days to Add Comments

Under NSW law, you must give the tenant the condition report and allow them 7 days to add their own comments or corrections. They might notice things you missed.

Once both parties have signed and dated the report, give them a copy and keep the original.

Routine Inspections

Regular inspections are your early warning system. They let you catch maintenance issues before they become expensive and ensure the tenant is caring for the property.

Legal Requirements

7 days written notice required — Must state the date, time (or 2-hour window), and purpose

Reasonable times only:

• Weekdays: 8am–8pm
• Saturdays: 9am–5pm
• Not Sundays or public holidays (unless tenant agrees)

Maximum 4 inspections per year — Most landlords do 2–3: at 3 months, then every 6 months

Link: NSW Government - Landlord Access

What to Check

General condition

• Overall cleanliness (reasonable care, not perfect housekeeping)
• Any damage beyond fair wear and tear
• Unauthorised changes (painted walls, installed fixtures)

Safety items

• Test smoke alarms (press the test button)
• Check for electrical hazards, trip hazards
• Look for water damage or mould
• Ensure fire exits are clear

Maintenance needs

• Dripping taps, faulty switches
• Worn weatherstripping, damaged seals
• Gutters, downpipes, drainage issues
• Garden condition (if tenant's responsibility)

Compliance

• Number of occupants matches lease
• Pets match what's approved
• No illegal activity or subletting

Documentation

Use a consistent template for every inspection:

• Date and time
• Who was present
• Room-by-room condition notes
• Photos (with reference numbers in notes)
• Maintenance items identified
• Any concerns or issues
• Follow-up actions required

Email the tenant a summary within 48 hours confirming what was discussed and any agreed actions. This creates a paper trail.

Inspection Etiquette

• Be punctual—respect the tenant's time
• Be professional—this is their home
• Don't open drawers, wardrobes, or personal items
• Focus on the property, not the tenant's lifestyle
• Thank them for their time

Good tenant relationships are built on mutual respect. Inspections that feel like surveillance damage that relationship.

Managing Maintenance

Maintenance is where self-managing landlords either thrive or struggle. Handle it well and your tenants stay longer, your property maintains value, and you avoid tribunal disputes.

Emergency vs Urgent vs Routine

Emergency repairs (respond immediately):

• Burst water pipe or serious leak
• Gas leak or smell of gas
• Dangerous electrical fault
• Fire or serious fire damage
• Serious storm damage
• Failure of essential services (no water, no power, no gas)
• Anything making the property unsafe or insecure

Urgent repairs (respond within 24–48 hours):

• Hot water system failure
• Broken heating/cooling in extreme weather
• Blocked or broken toilet (if only one)
• Major appliance breakdown (oven, stove, fridge if provided)
• Blocked drains
• Broken locks on external doors/windows
• Roof leak
• Pest infestation
• Mould or damp issues

Routine repairs (respond within 7–14 days):

• Dripping tap
• Squeaky door or stiff lock
• Minor cracks or cosmetic issues
• Worn weatherstripping
• Garden maintenance
• Non-essential appliance issues

Tenant Self-Repair Rights

Under NSW law, if you're unreachable during an emergency, tenants can arrange repairs up to $1,000 and you must reimburse within 14 days.

The repairs must be:

• Genuinely urgent
• Done by a licensed tradesperson
• Reasonable in cost

This is why you need a reliable trades network and responsive communication.

Link: Tenants' Union - Repairs and Maintenance

Your Response Process

1. Acknowledge receipt immediately — "Thanks for letting me know. I'll look into this within [timeframe]."

2. Assess urgency — Emergency, urgent, or routine?

3. Arrange repair:

   • Emergency: Call your tradie immediately
   • Urgent: Arrange within 24–48 hours
   • Routine over $500: Get 2–3 quotes

4. Give notice — 24–48 hours before tradesperson visits (for non-emergencies)

5. Follow up — Confirm with tenant the issue is resolved

Building Your Trades Network

Your most valuable asset as a self-managing landlord. Start with:

Essential (have these before you need them):

• Plumber (most common emergency)
• Electrician
• Locksmith

Build over time:

• Handyman (general repairs)
• Air conditioning technician
• Appliance repairer
• Pest controller
• Gardener/lawn care

Finding good tradies:

• Ask other landlords or property investors
• Check reviews on Google, Hipages, or local Facebook groups
• Interview 2–3 in each category before committing
• Use smaller jobs to test reliability before emergencies

Keep them happy:

• Pay invoices promptly (net 7 if possible)
• Be clear about scope and access
• Don't haggle unfairly
• Landlords who pay quickly get priority scheduling

Documentation

For every maintenance job, keep:

• Tenant's initial request (date, description)
• Your response and action taken
• Quotes (if multiple)
• Invoice from tradie (with ABN for tax)
• Before and after photos
• Tenant confirmation work was completed

Rent Collection

Getting paid consistently is fundamental. Set up good systems from day one.

Clear Payment Terms

At lease signing, ensure the tenant understands:

• Exact amount due
• Payment frequency (weekly, fortnightly, monthly)
• Due date and time
• Your bank details and payment reference
• What happens if payment is late

Setting Up Direct Deposit

Most landlords use direct bank deposit. It's free, instant, and creates a paper trail.

Provide:

• BSB and account number
• Payment reference (property address or tenant name)
• Exact due date

Consider setting up a dedicated rental account—makes tracking and tax easier.

Avoid:

• Cash (no paper trail)
• Cheques (can bounce, slow to clear)

Tracking Payments with a Rental Ledger

A rental ledger is your record of all rent payments throughout the tenancy. Check your account weekly (or set up transaction alerts) and record:

• Date received
• Amount and payment method
• Period the payment covers
• Running balance (ahead, current, or in arrears)

This isn't just good practice—it's a legal requirement. You'll need your rental ledger for tax compliance, bond disputes, and tribunal proceedings. For a complete guide on what to include and how to maintain one, see our Rental Ledger Guide.

When Rent is Late

Most late rent is forgetfulness or temporary cash flow issues. Early, friendly intervention usually resolves it.

Day 1 late: Friendly SMS or email

"Hi [name], I haven't received this week's rent yet. Can you confirm when you'll pay?"

Day 3–5 late: Phone call if no response

Ask if there's a problem. Listen to their situation.

Day 7–14 late: Written reminder with records

Document the arrears amount and request a payment plan if needed.

Day 14+ late: Formal process begins (see Part 5)

Most issues resolve at stages 1–2. The key is acting early, not waiting until arrears accumulate.

Fair Wear and Tear vs Damage

This is where most bond disputes occur. Understanding the difference protects you.

What is Fair Wear and Tear?

Deterioration that occurs naturally over time through normal use. You cannot claim bond for this.

Examples:

• Carpet fading or light traffic marks after 2+ years
• Minor scuff marks on walls in high-traffic areas
• Paint fading from sunlight
• Small nail holes from picture hooks
• Garden changes from seasonal growth
• Minor scratches on floors from furniture
• Faded curtains

What is Damage?

Deterioration caused by negligence, abuse, or accidents beyond normal use. You can claim bond for this.

Examples:

• Burns, large stains, or pet urine on carpet
• Large holes in walls (beyond picture hooks)
• Broken fixtures, windows, or appliances
• Excessive dirt requiring professional cleaning
• Dead or neglected gardens (if tenant's responsibility)
• Missing items that were listed on condition report
• Graffiti or deliberate damage

Age and Tenancy Length Matter

The same wear looks different depending on context:

When assessing, consider:

• How old was the item at tenancy start?
• How long has the tenant lived there?
• What would you reasonably expect after that period?

Documentation is Everything

At NCAT, the party with better documentation usually wins.

You need:

• Detailed ingoing condition report with photos
• Regular inspection reports showing property condition over time
• Outgoing condition report with comparative photos
• Quotes or invoices for any repairs claimed

Annual Tasks

Beyond day-to-day management, schedule these annually:

Smoke alarm compliance:

• Test all alarms
• Replace batteries (even if working)
• Check expiry dates (alarms have 10-year life)
• Document compliance

Rent review:

• Research current market rates
• Decide if increase is warranted
• If increasing: 60 days written notice using official form
• Maximum once per 12 months (any lease type)

Insurance review:

• Check coverage is adequate
• Update sum insured if needed
• Review landlord insurance inclusions

Records organisation:

• File receipts and invoices by financial year
• Update depreciation schedule
• Prepare for tax return

Simplify Your Day-to-Day Management

Propero handles condition reports, inspection scheduling, maintenance tracking, and rent collection in one place—so you spend less time on admin and more time on what matters.

What's Next

The next post in this series covers When Things Go Wrong—handling rent arrears, disputes, ending tenancies, and bond claims.

Full Series:

1. Is Self-Managing Right for You?
2. NSW Rental Laws Every Landlord Must Know
3. Finding Your First Tenant
4. Day-to-Day Property Management (this post)
5. When Things Go Wrong
6. Tax Guide for Australian Landlords

Sources & Further Reading

• NSW Fair Trading - Condition Reports — Official template
• NSW Government - Landlord Access — Entry requirements
• Tenants' Union - Repairs and Maintenance — Repair obligations
• NSW Fair Trading - Repairs — Official guidance