Level 3 COVID-19 Safe Practice Property Management Guidelines

Wednesday, 22 September 2021

COVID-19: Routine Inspections

• In-person routine tenancy inspections are not permitted at a tenanted property under Alert Level 3.

• Rental property inspections are only permitted in emergency situations, such as if a landlord needs to confirm that emergency maintenance is required. If a landlord enters the rental property, a face mask is required to be worn.

COVID-19: Property Advertising

• If advertising requires new photos be taken, it is recommended to only occur if a property is vacant.

• Where new photos must occur in an occupied property, ensure:

- The consent of the client and property occupants has been provided.

- Physical distancing is maintained at all times when on site (2 metres) and a face mask is worn.

- Any property occupants open internal/external doors beforehand to minimise surface transmission and, where possible, wait outside the premises as the photos are taken.

- Wash your hands with hand sanitiser between each customer contact.

• If a photographer or videographer is attending the property, they must:

- Adhere to physical distancing (2 metres).

- Wear a face mask.

- Minimise their time at the property.

- Minimise in-person contact with the tenant(s).

- Property managers should not attend the property with the photographer. We recommend they join by phone or video conference if they wish to.

- Record contact details of any photographer visiting the property and the date they attended, to assist with contact tracing.

- Ask the photographer to sanitise areas they may have touched – or ask them to wear gloves which can be disposed of immediately after the visit.

• No photos should occur at a property, vacant or occupied, where any person living there has been in the 14 days prior, unwell or self-isolating.

• Include text in the body of advertising that instructs all tenants to pre-apply for a property before any viewing may be confirmed.

COVID-19: Property Viewing Attendees - Registration & Declining

• Advertising should be updated directing tenants to apply before a viewing can be confirmed.

• Property managers should carefully vet tenants before arranging viewing times with applicants.

• Successful applicants must have COVID-19 safe Alert Level 3 viewing practices provided. This is available within the eBundle.

• Notify unsuccessful applicants that no appointment can be made. This is available within the eBundle.

• Templates and tenant vetting guidelines are available within the eBundle.

COVID-19: Property Viewings - Vacant Properties

• Viewings are by appointment only.

• One private viewing at a time only.

• A limit of two viewings per day in any vacant property.

• One property manager to attend a viewing only.

• Keep private viewings brief.

• Attendees should not be travelling between regions for the purpose of viewing a property.

• A maximum of two attendees from any one 'bubble' at any private viewing.

• Ensure physical distancing is maintained at all times (2 metres) and face masks are worn.

• Attendees must have COVID-19 safe Alert Level 3 viewing practices provided. This is provided to the tenant in the eBundle application process.

• Pre-register all private viewing attendees with verified contact details for contact tracing. Ensure information collected includes name(s), phone number(s) and email address or no viewing can occur. The COVID-19 Registration Form can be found in Total Tenancy.

• Consider online viewing methods if possible e.g. video walk through.

• No viewings at properties where a person previously living there has been unwell or self-isolating in the 14 days prior to the viewing.

COVID-19: Property Viewings - Tenanted Properties

• Viewings at a tenanted property can only occur in the following circumstances.

- All other safety steps outlined when at the property (below) are followed.

- All tenants are not to be present at the property during a viewing.

- A limit of two viewings per day in any occupied property.

- Written consent from all tenants must be provided.

- If a tenant does not provide prior written consent, a viewing cannot occur.

• Viewings are by appointment only.

• One private viewing at a time only.

• Attendees need to wait in the car until property manager says they can begin the viewing.

• One property manager to attend a viewing only.

• Keep private viewings brief.

• Attendees should not be travelling between regions for the purpose of viewing a property.

• A maximum of two attendees from any one 'bubble' at any private viewing.

• Ensure physical distancing is maintained at all times (2 metres) and face masks are worn.

• Attendees must have COVID-19 safe Alert Level 3 viewing practices provided. This is provided to the tenant in the eBundle application process.

• Pre-register all private viewing attendees with verified contact details for contact tracing. Ensure information collected includes name(s), phone number(s) and email address or no viewing can occur. The COVID-19 Registration form can be found in Total Tenancy.

• Consider online viewing methods if possible e.g. video walk through.

COVID-19: Viewing Attendees

• All attendees must receive the Alert Level 3 private viewing guidelines email template, outlining key safety steps for the viewing.

• Ask all attendees to arrive on time and wait in their car or on the street until their specific viewing time occurs, at which point they can approach the property entrance.

• Instruct all attendees entering the property not to touch anything.

• Ensure physical distancing is maintained at all times (2 metres) and face masks are worn.

• A maximum of 2 attendees from any one 'bubble' at any private viewing.

• Do not handout marketing material. These should be emailed pre or post-viewing.

• Those feeling unwell, or who have travelled overseas recently, are self-isolating or have been in contact with a confirmed case of COVID-19 may not enter the property.

• High-risk customers should not attend any viewing (those over 70 or with existing medical conditions).

• If anyone exhibits symptoms of flu, respectfully enquire the nature of their illness in relation to any overseas travel/ potential exposure to COVID-19 and you may refuse entry.

• Refer to 'Property Management Advertising & Tenant Vetting Guidelines' for templates.

COVID-19: Property Maintenance

• All urgent and non-urgent maintenance (with tenants consent) can occur under Alert Level 3, however, we ask property managers to consider the need vs risk of any non-urgent maintenance before organising.

• Tradespeople attending a property must be instructed to:

- Adhere to physical distancing (2 metres).

- Not attend the property if occupants have been overseas recently, are self-isolating or have been in contact with a confirmed case of COVID-19 within the last 14 days, or if they or anyone they have been in contact with have been a confirmed case of COVID-19 within the last 14 days.

- Limit number of persons at the property.

- Minimise their time at the property.

- Minimise in-person contact with tenants.

• Property managers should not attend the property with the tradesperson. We recommend they join by phone or videoconference if they wish to.

• Record contact details of any tradesperson visiting the property and the date they attended, to assist with contact tracing.

• Ask the tradesperson to sanitise areas they may have touched – or ask them to wear gloves which can be disposed of immediately after the visit.

COVID-19: Rental Appraisals

• Where possible, rental appraisals should use online and virtual methods. If this is not possible: - One property manager is to attend the appraisal or listing only.

- Ensure physical distancing is maintained at all times (2 metres) and face masks are worn.

- Do not attend property if occupants have been overseas recently, are self-isolating or have been in contact with a confirmed case of COVID-19.

- Minimise time at the property.

- Minimise in-person contact with the client.

- Wash your hands with hand sanitiser before and after any customer contact.

- Ask any occupant to open internal/external doors beforehand to minimise surface transmission.

COVID-19: New Tenancy & Management Agreements

• All signing of new tenancy and management agreements should use online and virtual methods, or be completed by courier.

• Tenants or landlords cannot enter an office - signing of agreements cannot occur in person.

COVID-19: Moving Tenants

• Tenants can move house during Alert Level 3 in their region.

• Tenants can move between regions at the same Alert Level if they are relocating their home or business, but can't employ the help of a moving company.

• Physical distancing to be maintained and face masks to be worn.

• Ingoing and vacating inspections can be conducted by the property manager, only when: - The property is vacant.

- The inspection does not involve contact with other customers or staff.

- If previous occupants have not been overseas recently, have not been self-isolating at the home or have not been in contact with a confirmed case of COVID-19 within the last 14 days.

- Key drop-offs and pick-ups must not involve contact with other customers or staff.

COVID-19: Office

• Real estate businesses can open their office.

• Ensure physical distancing is maintained at all times (2 metre).

• No interaction with clients or customers at the office.

• People must work from home if they can.

• All meetings and office contact activity should use online and virtual methods.

• Minimise the number of essential people in the office at any one time.

• Display COVID-19 hygiene information and provide hand sanitiser.

• Offices must have contact tracing mechanisms in place

(These guidelines were produced by Tenancy.co.nz in conjunction with the head of Ray White Property Management, Zac Snelling.)