Terms & Conditions

Effective Date: 01 June 2025

Introduction

Most Terms & Conditions can be dry, full of jargon, and hard to follow.
These Terms have deliberately been written in plain English, following the same order and numbering as the pricing page.

This makes it easy to see what is included, what is excluded, and how each service connects — with no surprises.

These Terms & Conditions (“Terms”) set out how property management services are provided to property owners or landlords and tenants.

By signing the Management Agreement or using the services, you confirm that you have read, understood, and accepted these Terms.

These Terms are governed by New Zealand law and apply alongside rights and obligations under New Zealand legislation, including the Residential Tenancies Act 1986.

Fee Structure & Pricing Terms

For clarity, the following terms used in our pricing relate to Smart Properties’ management fees and how they are calculated:

Full Management Service From $25/week + GST per tenancy

• Fees are based on property size, calculated at $0.30 per square metre + GST weekly.

• A minimum fee of $25/week + GST applies, even if the floor-area calculation would be lower.

• This ensures the service remains sustainable, even for smaller homes or lower-rent properties.

• The minimum is per property under management.

For full details, see the Terms & Conditions and Sections A to H below, which show exactly what is included and any extra costs that may apply.

Tenant Find Only – From 1 week’s rent + GST per tenancy

A one-off service to find and secure a suitable tenant.
The fee is 1 week’s rent + GST, charged once the tenancy agreement is signed.
For what is included and what may be charged separately (e.g., advertising), see Section D. Tenant Sourcing below.

Transparent Process / No Surprises

Means Smart Properties commits to:

• Clear communication about all fees and charges

• No hidden costs

• Obtaining approval before incurring any costs including optional or additional costs

No Lock-In Contracts (28 Days’ Notice)

Means:

• Management Agreement operates on a rolling, 4-weekly basis.

• Either party may terminate the agreement at any time by giving  28 days’ notice.

• No exit fees apply.

$0.30 per square metre + GST weekly

Means the management fee is calculated as:

Property floor area (in sqm) × $0.30 + GST per week.

Example:

• 110 sqm property = $33/week + GST

• 200 sqm property = $60/week + GST

Note: The weekly fee is subject to the minimum of $25/week + GST irrespective of the floor area.

Savings Example

“Save over $12,000 a year on managing 10 properties…”

Means a comparison between:

• Smart Properties’ fee model ($0.30/sqm)

• Traditional percentage-based management fees, typically around 7.5% (though rates vary by agency and region) of gross rent collected 

Example:

• 10 properties × 110 sqm × $0.30/sqm/week = $33/week per property → ~$17,160/year + GST annually

• Traditional fee (7.5% of $750/week rent) = ~$29,250/year + GST annually

• Annual savings = over $12,000

Disclaimer: This example is illustrative only. Actual savings vary with property size, rent, and services. Savings shown relate only to management fees.

Smart Properties focuses on proactive maintenance to predict and resolve issues early, helping avoid costly emergencies and achieve greater long-term financial performance for your property asset.

Pricing Reflects Real Cost of Management

Means Smart Properties bases fees on the actual work required to manage your property’s size and complexity, rather than tying fees purely to market rent levels, which can vary widely for properties of the same size in different suburbs.

A. Pre-Agreement 

Before any formal engagement, SP offers a no-obligation consultation at no cost.

Stage 1 – Initial Discussion

A1. Introductions 

Explain how Smart Properties operates and our service philosophy.

A2. Needs & Preferences

Identify service requirement (tenant find only or full management), goals (e.g. long-term vs. short-term investment, cash flow vs. capital growth) and discuss any specific concerns or past experiences.

A3. Hands-On or Hands-Off Approach 

Clarify your preferred level of involvement: full delegation or active involvement in approvals and decisions.

A4. Rent Expectations 

Discuss market conditions and realistic rent figures.

A5. Past or Current Tenant Experiences

Review any previous tenant or property manager issues.

 

If both parties wish to proceed, book a walkabout.

 

Stage 2 – Walkabout (In Person or video call)

• Quick visual review to understand size, layout, condition, and key features.

• Gather enough information for rent appraisal and preparation of a tailored management agreement.

B. Agreement – Formal Engagement

The following process applies if both parties agree to proceed with entering into a Management Agreement:

B1. Questionnaire & Documents

Request detailed property information, including:

• Fixed appliance details

• Landlord-owned items

• Compliance records and certificates

• Tenancy history

• Current tenancy agreement (if applicable)

• Insurance details

B2. Initial Rent Appraisal

• Provide a market rent assessment.

B3. Digital Agreement

• Prepare a digital contract appointing SP as agent.

• Sets out legally binding terms, responsibilities, and fee schedules.

B4. Initial Invoices

• Invoice two weeks’ management fees in advance.

• Invoice for any other services requested.

C. Post-Agreement – Inspections & Reporting

C1. Key Collection 

Property keys are securely collected and logged.

C2. Detailed Property Inspection & Report

As part of the full management service, a thorough visual inspection is carried out to:

• Record the condition of every room and surface

• Capture photographs and notes (with potential for a standardised format similar to the HomeFit app)

• Create a dedicated property file and summary report

• Compile or source any missing documents identified in Section B1

• Establish a baseline for tenancy management, dispute resolution, and maintenance planning

Comparable inspections from external firms can cost $750–$2,000. This service is included in onboarding at no additional cost.

Disclaimer: The inspection and report are provided for management purposes only. They are not certified reports and do not carry professional indemnity insurance cover.

C3. Next Steps:

• Proceed to Section D – Tenant Sourcing if the property is vacant.

• Proceed to Section E – Tenant in Place if the property is occupied.

D. Tenant Sourcing (Vacant Property)

If your property is vacant, SP provides tenant sourcing for a Letting Fee equal to 1 week’s rent + GST. This includes:

D1. Prepare Advertisement

The rental listing is prepared for maximum appeal and accuracy.
D2. Respond to Enquiries

All tenant enquiries are received and responded to.
D3. Conduct Viewings

Property viewings are conducted.
D4. Shortlist Applicants

Applications are reviewed and shortlisted.
D5. Credit and References

Credit, reference, and tenancy history checks are arranged and reviewed.
D6. Tenant Proposal

Suitable tenants are proposed to the landlord for approval.

While care is taken in tenant selection, no guarantee can be provided regarding future tenant behaviour, payment performance, or ongoing suitability once the tenancy begins.

Optional / Additional Fees:

D7. Professional Photography

From $200 + GST

D8. Base Advertising

$55 + GST (includes realestate.co.nz, OneRoof, Trovit, Facebook)

D9. TradeMe Advertising

$155 + GST

D10. Tenant Check

• Basic: $35 + GST

• Comprehensive (Equifax, illion, tenancy databases): $55 + GST

D11. Healthy Homes Full Assessment

From $160 + GST

D12. Meth Testing

From $219 + GST​

D13. Project Management for Renovations: by arrangement

E. Tenant in Place (Onboarding Process)

E1. Tenant Notification

The tenant is informed of the change in management.

E2. Documentation Review

Existing property documentation is reviewed.

E3. Tenancy, Rent, and Bond Review

Current tenancy details, rent payments, and bond records are reviewed.

E4. Property and Condition Report

A visual inspection and condition report are completed to establish a management baseline.

E5. Record Setup

Property and tenancy details are entered into the Smart Properties management system.

This process excludes liability for any pre-existing or undisclosed legal disputes, or for any undisclosed property defects.

Optional / Additional Fees:

E6. Healthy Homes Full Assessment

From $160 + GST

E7. Repairs or Upgrades

By arrangement

Standard Management Service

The weekly management fee covers the ongoing services:

F. Tenancy Setup & Core Management

F1. Tenancy Agreements

• Digital agreements signed online

• Copy provided to landlord and tenant

• Renewal managed well before expiry

• Rent & terms updated if applicable

• Advise landlord if either party not renewing and re-advertise on instruction

F2. Bond Lodgement

• Bond lodged with Tenancy Services

• Bond record provided to both landlord and tenant

F3. Rent Management

• Rent collection 

• Send automated reminders for overdue payments.

• Transfer rent to the landlord as soon as it’s received.

• Provide regular rent statements.

F4. Maintenance & Repairs

• Receive & log maintenance requests

• Coordinate with trusted trades

• Provide quotes for approval

• Emergency response when required

• Review contractor invoice and forward to landlord for payment 

• In-house landscaping, painting, and cleaning, done quickly and at very competitive rates

Repairs and maintenance are arranged through trusted, independent contractors. Invoices are issued in the landlord’s name, and payment is made directly to the contractor. This forms a direct contract between the landlord and the contractor, with responsibility for workmanship, safety, timeliness, performance, and guarantees resting with the contractor.

Contractors are selected carefully based on reviews and checks, and their performance is monitored continuously through feedback to maintain quality and reliability.

SP’s role is limited to facilitating contact between the landlord and contractor.

F5. Inspections

• Entry and exit inspections.

• 3-monthly routine inspections.

• Reports provided to landlord.

Inspections are visual and non-invasive. If recommendations are not actioned, responsibility for any resulting issues rests with the landlord.

F6. Admin & Documentation

• Serve as the main point of contact for tenants.

• Keep landlords and tenants updated on important events.

• Prepare and issue tenancy notices when required.

• Store property documents securely.

• Track key compliance dates and reminders.

F7. Electric, Gas, Broadband

• Assist tenants in selecting and setting up their preferred electricity, gas, and broadband services.

• Liaise with service providers at the start and end of the tenancy to ensure smooth transitions.

F8. Water Bill

• Arrange for meter readings at tenancy start and end to ensure accurate billing.

• Forward water bills to tenants for payment.

Landlord to provide copies of water bills to SP so they can be processed promptly.

G. Compliance & Safety

G1. Healthy Homes

• In-house certification available — fast turnaround and competitive rates.

• Review all five Healthy Homes standards: heating, insulation, ventilation, moisture ingress & drainage, and draught stopping.

• Arrange quotations if work is required.

G2. Insulation Statement

• Confirm insulation details from the current Healthy Homes certificate.

• Reference these details in the tenancy agreement.

G3. Mould

• Identify any visible mould and investigate the likely cause.

• Recommend actions to address the issue, which may go beyond Healthy Homes requirements.

G4. Electrical Safety

• Visual safety check of electrical systems.

• Checks or certifications arranged if required.

G5. Property Safety
Visual inspection carried out for hazards and liability risks.
Compliance issues identified (e.g., fall hazards, unsafe structures, hazardous substances, pests).
Gas and chimney/flue inspections and certification arranged if required.
Actions recommended to reduce risk and meet obligations.

G6. Security Assessment
Locks, lighting, and access control reviewed.
Recommendations provided if required.

G7. Meth Contamination

• Testing arranged if required, using certified professionals.

• Helps support a safe and compliant tenancy environment.

It is acknowledged that declining methamphetamine testing may result in liability for decontamination costs, tenant compensation claims, and potential denial of insurance cover. Testing can be referred to certified professionals by SP. Responsibility for decisions regarding testing, and any resulting consequences, is borne solely by the Landlord.

G8. Smoke Alarm & Fire Safety
Smoke alarm certification arranged if required.
Fire safety assessment arranged, with recommendations for measures to reduce risk.

H. Value-Add & Flexibility

H1. Property Manager Switch

Upon signing the Management Agreement, the landlord will, if required, sign a written authority allowing Smart Properties (“SP”) to liaise with any outgoing property manager and facilitate the transfer of keys, tenancy records, bond details, inspection reports, and other relevant documentation. SP will manage this process in a courteous, cooperative, and well-organised manner to ensure a smooth handover for all parties.

H2. Flexible Viewing Times
Viewings are arranged to suit prospective tenants’ availability, with daytime, evening, and weekend appointments offered.

H3. Landlord Insurance

SP can, if required, help landlords connect with trusted insurance providers for cover such as landlord insurance, rent guarantee, and other relevant policies.
SP may share general experiences as a policyholder and highlight common points to watch for in policies.
SP may also assist with gathering and presenting supporting information during the claims process, if required.
All policies remain directly between the landlord and the insurer.
SP does not provide insurance advice or act as a broker and cannot be responsible for the terms, exclusions, or outcomes of any policy.
Responsibility for policy compliance, renewals, and claims rests solely with the landlord.

Insurance Requirement
Landlords must maintain appropriate insurance for the property, including (where applicable) cover for tenant-related damage, rent default, liability, and meth contamination.
Proof of current cover must be provided at the start of the Management Agreement.
SP is not liable for any loss, damage, or event that would reasonably be expected to be covered by such insurance.
Failure to maintain adequate insurance may result in the landlord being responsible for uninsured costs.

H4. Tenant Insurance

SP can, if required, help tenants connect with trusted providers for contents and liability cover.
This benefits both tenants and landlords by reducing the risk of disputes over accidental damage or loss.
SP may assist with gathering supporting information for a claim if needed.
All insurance policies remain directly between the tenant and the insurer.
SP does not provide insurance advice or act as a broker and cannot be responsible for the terms, exclusions, or outcomes of any policy.

H5. Tenant Database

SP maintains a growing database of pre-qualified tenants.
Where possible, suitable tenants are matched to available properties to help reduce vacancy times.
Tenant suitability is always confirmed through the standard application and screening process before approval.

H6. Property Report

A detailed property asset report is prepared in a clear, easy-to-follow format, offering a valuable reference for future planning and decision-making.

• Provides a visual and written record of the property’s current condition.

• Highlights areas to maintain or improve, with estimated costs for budgeting.

• Helps landlords prioritise works to protect asset value and tenant satisfaction.

• Similar reports from external providers often cost $750–$2,000 — this is included as part of our service at no extra charge.

While this report provides similar practical detail to many paid inspections, it is not a certified valuation or building inspection and does not include professional indemnity cover.

H7. Dispute Support

• Potential issues are identified early, with steps taken to resolve them before they escalate.

• The focus is always on achieving fair and positive outcomes for both landlords and tenants.

• Guidance and practical assistance can be provided through the Tenancy Tribunal process if required.

SP does not provide legal advice and is not a legal representative. Where legal or specialist input is needed, landlords and tenants will be referred to independent professionals.

H8. Accounting & Tax
SP can help landlords organise property-related financial records and connect with trusted tax advisors.
Support may include:

• Preparing summaries of rental income and expenses.

• Providing invoices, statements, and compliance records.

• Coordinating with your accountant or tax agent as required.

SP does not provide tax advice.

Liability & Limitations

Smart Properties (“SP”) will exercise reasonable care and skill in delivering its services.

SP is not responsible for:

• Indirect, consequential, or economic loss, including (but not limited to) loss of rent, business opportunity, or future earnings.

• Hidden or latent property issues not reasonably detectable during visual inspections.

• Acts, omissions, delays, or workmanship of third-party contractors, suppliers, or tenants.

• Contamination, damage, or financial loss arising from tenant behaviour or unlawful activity.

Where liability arises from a failure to exercise reasonable care or a breach of these Terms, SP’s total liability is limited to three (3) months’ management fees for the affected property.

Any claim must:

• Be supported by evidence of actual financial loss; and

• Be notified in writing within eight (8) weeks of the event, or of discovery if not reasonably detectable earlier (provided discovery occurs within three (3) months of the event).

Unresolved disputes may be referred to the appropriate legal forum under New Zealand law.

Indemnity

The landlord agrees to protect SP from any claims, losses, or costs that arise due to tenant actions, third-party claims related to the property or tenancy, or decisions/information provided by the landlord.

Dispute Resolution (SP & Landlord)

​​Both parties are committed to maintaining a constructive and professional relationship.
If any concerns arise, they will first meet (in person, by phone, or online) to discuss the matter openly and work towards a practical solution.
If agreement cannot be reached, an independent mediator may be engaged to help find common ground and achieve a fair outcome.
Only if these steps are unsuccessful will either party consider formal proceedings, in accordance with New Zealand law.

Changes to Terms

SP may update these Terms to reflect changes in law or best practice.

Updates will be posted on our website, and material changes will also be sent in writing.

Continued use of the services means the updated Terms are accepted.

Acceptance of Terms

These Terms form part of the Management Agreement with Smart Properties.

By signing the Agreement or continuing to engage SP’s services, both parties agree to be bound by these Terms.

Contact

Smart Properties (Arsh Engineering Limited)
Suite 6983, 17B Farnham Street, Parnell, Auckland 1052, New Zealand
info@smartproperties.group

END OF TERMS