The importance of keeping detailed notes about the condition of properties under your management should never be underestimated.

Sasha Wood, Property Management Supervisor at Raine & Horne Lake Munmorah, knows all too well how detailed notes can work in a property manager’s favour.

​“In an environment where people are quick to assign blame, it’s essential to make detailed file notes and keep accurate records. It could, quite literally, save you millions,” Ms Wood said.

Recently a guest of the tenant at a property managed by Ms Wood’s team complained that the wooden stairway was dangerous, slippery, and unstable. The guest alleged that she was walking down the stairs when she slipped, fell and sustained injury. The case went before the NSW District Court.

The tenant said they had reported the condition of the stairs to the property manager, who then failed to carry out repairs. The property manager denied receiving the complaints and could show that thorough routine inspections had been carried out. Copies of the inspection reports were sent to the landlord. They also had detailed file notes, including every phone call between them and the tenant.

The property manager’s standard procedure was for all maintenance and repairs to be reported in writing. They could show many other minor issues reported by the tenant in writing, but never anything about the stairs.

“The thoroughness of our ingoing inspection reports leaves very little room for argument at the end of a tenancy,” Ms Wood said. “We also take an extensive number of photos to accompany each ingoing inspection report. It’s very hard to argue with detailed reports and photos that match. These processes are for the benefit of all parties – us, the landlord and the tenant.”

According to Realcover Claims & Compliance Manager Nancy Rainbird, Ms Wood did exactly the right thing. “They did a great job keeping detailed file notes about everything,” she said. “Without that evidence, a judge will rely on verbal testimony, which is subject to interpretation. So what’s the moral of the story? The more detail, the better!”

DISCLAIMER
While care has been taken in preparing this article, and the information in it has been obtained from sources that Realcover believe to be reliable, Realcover does not warrant, represent or guarantee the accuracy, adequacy, completeness or fitness for any purpose that the article may be used. Realcover accepts no liability for any loss or damage (whether caused by negligence or not) resulting from the use of this article.