Renting through Rubix Realty – Policies and Procedures

Our dedicated property management team understands that the one thing our tenants demand is rapid response to any issues, and we undertake to deal with any request with haste and with minimum disruption. We value quality tenants and actively support them through their rental experiences, acting promptly in preparing, approving and registering all tenancy agreements.

Believing in open, honest communication with all our clients, we are experienced in liaising between owners and tenants, always offering fair and well-informed advice to both parties.

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Rental Payments

During the tenancy, rent payments are to be made in advance as set our under the tenancy agreement.

Calendar monthly rent is calculated as follows:

Weekly rent $ / 7 (days in a week) x 365 (days in a year) / 12 (months in a year) = calendar monthly rent

If at any time you are unable to make a payment on or before the due date, please make immediate contact with your property manager.

If making rental payments by mail, a receipt will only be mailed out if a receipt is requested and a self-addressed envelope is provided.

*No responsibility with be taken for cheques left under our door.


Your Rental Bond will be lodged with the NSW Office of Fair Trading. The bond is held as security against damage or undue wear and tear to the property. Upon lodgment you will receive written confirmation from the Department of Fair Trading confirming they have received your Rental Bond payment and providing you with a Rental Bond Registration Number.

Your Rental Bond will be refunded to you promptly after the property is vacated, less any deductions that may be agreed between us or as ordered by the Tribunal, in the event of a dispute.

Should extra person/s decide to move into the premises after the lease has commenced, you are required to receive permission from our office. We ask that you advise our office as soon as possible and have any potential tenant/s complete a tenancy application form and a Change of Shared Tenancy Bond form will also be required.

Condition Report

Upon signing the leases, you will be given a condition report. We ask that you check this thoroughly and add any additional comments you see fit. Please sign and date all pages and return the original copy to our office within 7 days of receiving the report.

Periodic Inspections

During the course of your tenancy, the premises will be inspected periodically by your property manager after the required notice has been given (7 days).

Six to eight weeks after you moving into the premises, an inspection will be carried out. Thereafter, provided that everything is in order, further inspections will be carried out at six monthly intervals.


Rubix Realty generally retains a duplicated key to all properties for emergency access, maintenance to be carried out and periodic inspections. Under special circumstances and upon producing identification, the keys can be borrowed during office hours, but must be returned within 24 hours. This service is not available out of office hours or on public holidays.

It would be therefore advisable, that you also make private arrangements regarding the location of a spare key, should you inadvertently lock yourself out.

In most instances the lock combinations to external doors and gates have not been changed prior to your tenancy. Locks may only be changed, after first obtaining permission from Rubix Realty, and then on the strict understanding that you supply us with a spare set of keys.

Tenant’s Contents

Please note that the landlord’s insurance does not cover tenant’s contents, and the landlord cannot be held responsible for damage to or theft of a tenant’s belongings.

Electricity, Gas and Telephone

It is each tenant’s responsibility to have the appropriate account placed in his or her name(s) and then to arrange to have a meter reading, prior to vacating the premises.

Repairs and Maintenance

All repairs are to be put in writing, using the Repair Request forms provided by our office. You may also request repairs online via email or download the form: Maintenance Form (PDF)

Only emergency repairs will be accepted verbally.

All repairs are attended to as promptly as possible, however, it is often necessary to obtain the Landlord’s approval and/or quotes before any work can commence, so unfortunately a time lag is sometimes unavoidable.

If firm arrangements regarding access for any tradespeople are not kept by you, the service charge for calling the tradesperson will be automatically passed on to you for payment.

Where applicable, the upkeep of the gardens and grounds are your responsibility. Please do not store unnecessary paper, rubbish, bottles, flammables and cans, etc. on or around the premises.

Emergency Repairs

The specified Urgent Repairs as set out in the Residential Tenancies Act 1997, clause 60 is as follow:

  • A burst water service
  • A blocked or broken lavatory system
  • A serious roof leak
  • A gas leak
  • A dangerous electrical fault
  • Flooding or serious flood damage
  • A failure or breakdown of the gas, electricity or water supply to the premises
  • A failure or breakdown of nay essential service on the premises for hot water, cooking, heating or laundering.
  • Any fault or damage that causes the residential premises to be unsafe or not secure

Should you organise a repair that is not an emergency, you may be liable for its cost or any associated service call.

Termination of the Tenancy Agreement

Your Residential Tenancy Agreement is a legal and binding contract, providing protection for both you and the Landlord. You can terminate the Residential Tenancy Agreement in the following ways:

  1. If you intend to vacate at the end of your Residential Tenancy Agreement you are required to give fourteen (14) days written notice prior to the expiry of the fixed term of your Agreement. This 14 days must take you up until your lease expiry date.
  2. Once the fixed term has expired, you are at liberty to continue living at the property or to vacate. If you intend to vacate, written notice must be received by our office at least twenty one (21) days prior to the vacating date.
  3. If unforeseen circumstances arise and you have to vacate prior to the expiration of your Tenancy Agreement, you will be required to pay a break fee. The break fee is worked out as follows:
    1. 6 weeks rent if less than half of the lease term has expired
    2. 4 weeks rent if more than half of the lease term has expired

Tenant Vacating Notice (Lease Expired)

Moving Property Cleaning Checklist