RENTSEEKR - EXISTING TENANCY HANDOVER CHECKLIST
Victorian switching pilot preparation | 7 October 2026

Keep your tenants. Take control of your rental.
Your existing tenancy continues. This checklist does not terminate an agency
agreement, send a notice, change a payment method or start billing.

YOUR DATES - KEEP THESE SEPARATE
[ ] Original tenancy commencement:
[ ] Fixed-term end / current periodic status:
[ ] Proposed management takeover:
[ ] Rent reconciliation cutoff:
[ ] Tenant notification / invitation:
[ ] Agreed payment change effective date:
[ ] Billing authorisation / activation (when available):

CHECK BEFORE YOU SEND ANYTHING
[ ] Confirm ownership/authority and the supported tenancy type.
[ ] Review your agency management agreement and current Victorian guidance.
[ ] Record notice requirements, quoted/disputed/confirmed costs and unpaid invoices.
[ ] Agree responsibilities and arrange a repairs contact outside the app.
[ ] Review and send your own communications; keep evidence of what was sent.

REQUEST AND PRESERVE ORIGINAL RECORDS
[ ] Agency management agreement (owner-private).
[ ] Current rental agreement and amendments.
[ ] Rent ledger and final agency statement.
[ ] Bond reference and receipt; track official bond-provider transfer separately.
[ ] Start the RTBA provider transfer within 5 days of management transfer.
    Track its reference, other-party acceptance and completion receipt.
[ ] Original condition report and photographs.
[ ] Safety certificates and inspection records.
[ ] Open repairs, quotes and relevant contractor contacts.
[ ] Relevant notices, disputes and orders.
[ ] Keys and access inventory.

For each file, record its source, date, classification and review status.
Keep agency contracts/invoices owner-private. Share tenancy evidence deliberately.
Do not collect whole application packs, identity documents or bank statements by
default. Follow the retention requirements that apply to each document class.

REVIEW THE OPENING RENT POSITION
[ ] Rent amount/frequency, original schedule anchor and next due date.
[ ] Rent paid-through date and supporting agency evidence.
[ ] Partial credits, outstanding amounts and pending/uncleared payments.
[ ] Disputed figures and who will resolve them.
[ ] Agency-held money owed to the landlord, separate from tenant arrears.
[ ] Preserve corrections and evidence; pause arrears automation while unverified.

Example: rent paid to the agency through 14 October + takeover on 1 October
must not create a duplicate rent demand for 1-14 October.

PREPARE TENANTS
[ ] Explain that management changes and the existing tenancy continues.
[ ] Provide landlord/repairs contacts and the management commencement date.
[ ] Give changed provider/contact information in writing within 7 days,
    including provider name/address and an emergency telephone number.
[ ] Send individual invitations; verify each intended recipient.
[ ] Offer printable/email information if a tenant does not register.
[ ] Keep tenant registration separate from management commencement.
[ ] Verify bank instructions independently and agree payment changes separately.
[ ] Offer fee-free payment, Centrepay and another EFT option; do not add a
    renter platform/rent-processing fee. Confirm the agreed effective date.
[ ] Do not require reapplication, screening, a replacement agreement, another bond
    or acceptance of disputed balances to access records.

OUTSTANDING TASKS
Record | Responsible person | Follow-up date | Status/evidence

Missing noncritical historical records need owned follow-up tasks. Disputed
authority, changed parties, complex arrears and tribunal matters need review.
RentSeekr provides self-management tools; the owner remains responsible for
decisions, repairs and applicable obligations. Introductory access and capacity
are proposed terms until explicitly confirmed before activation.

CURRENT OFFICIAL VICTORIAN GUIDANCE (checked 7 October 2026)
https://www.consumer.vic.gov.au/housing/renting/starting-and-changing-rental-agreements/using-a-property-manager-or-agent
https://www.consumer.vic.gov.au/housing/renting/rent-bond-bills-and-condition-reports/bond/transferring-rental-providers-on-a-bond
https://www.consumer.vic.gov.au/housing/renting/rent-bond-bills-and-condition-reports/rent/rent-payments-and-rent-in-advance
https://www.consumer.vic.gov.au/housing/renting/legal-and-dispute-support/protecting-a-renters-personal-information-your-responsibilities-as-a-rental-provider-or-agent