Asset and Commercial Property Management FAQs
Practical, plain-English answers for landlords, investors and asset owners who want stronger tenants, fewer surprises and clearer reporting.
Why do owners choose Ray White Commercial CSR for commercial property and asset management?
Commercial property is won or lost in the details: lease structures, outgoings, compliance, tenant quality and fast, documented decision-making. Our management model is built around:
- Asset-firstthinking: protect income, reduce risk and improve tenant longevity
- Clear governance: written processes, approvals and audit trails
- Proactive maintenance: prevent downtime and disputes
- Reliable reporting: owner-ready summaries you can act on
- Commercial expertise: retail, office, industrial, mixed-use and strata interfaces
FAQs (Owners & Investors)
1.) What is your property management fee and how is it structured?
Our management fees are typically structured as a percentage of income collected or a fixed monthly fee, depending on the asset type, tenancy count and complexity (e.g. multiple outgoings schedules, compliance layers, strata coordination). We provide a transparent schedule of fees so you can compare apples with apples.
2.) Are there any other fees besides the management fee?
Potential additional fees can include leasing fees, advertising/marketing costs, tribunal/legal administration (if required) and project management for major works. We disclose these upfront and confirm approvals before committing to costs (unless urgent safety/emergency action is required).
3.) What is your leasing fee (and what does it include)?
Leasing fees generally cover the end-to-end leasing process: pricing guidance, enquiry handling, inspections, tenant screening, offer negotiation and lease documentation coordination. We outline exactly what’s included and what’s optional (e.g. premium marketing).
4.) How much experience do you have with my property type (retail, office, industrial)?
We manage a range of commercial assets and tailor management based on the realities of each category – foot traffic and trading performance (retail), service continuity and fit-out controls (office), and access, safety and operating hours (industrial). If your property is specialised (medical, food, bulky goods, strata/mixed-used), we’ll outline the specific compliance and leasing considerations.
5.) What types of properties require professional commercial management?
Any property where lease terms, outgoings, compliance, safety, access or tenant operations impact risk and income. This includes single-tenancy assets, multi-tenant centres, mixed-use buildings, industrial estates and strata-influenced commercial holdings.
6.) What service do you offer in commercial property management?
Typically: rent collection, arrears management, lease administration, inspections, maintenance coordination, contractor management, outgoings reconciliation support, compliance coordination, tenant communications, performance reporting and renewal strategy and negotiations.
Tenant Acquisition & Screening
7.) How do you find quality tenants and what’s your marketing strategy?
We combine database matching, online listings, signage, targeted outreach and broker-to-broker networks. The strategy depends on your asset and ideal tenant profile, (covenant strength, permitted use, fit-out needs, trading profile, term preferences). We track enquiry quality and adjust campaigns to reduce vacancy time.
8.) How do you screen tenants?
Screening generally includes identity and entity checks, business verification, rental/landlords references, financial capacity review (where appropriate), intended use assessment and risk fags (payment history, disputes, operational suitability). We also confirm alignment with lease obligations (insurance, maintenance responsibilities, trading requirements where applicable).
9.) What’s your average vacancy time?
Vacancy time varies by location, rent positioning, incentives, permitted use, fit-out costs and demand in your submarket. Our approach is to price with evidence, remove friction in the offer process and keep momentum with tight follow-up – whilst still protecting covenant quality (cheap vacancy cures can become expensive tenant problems).
10.) How do you improve tenant retention?
Retention is largely driven by responsiveness, fair enforcement, proactive maintenance and early renewal discussions. We use a “renewal-before-risk” process: identify lease events early, check tenant health, resolve recurring issues and negotiate renewals with market context.
11.) How do you handle difficult tenants?
We manage issues calmly, promptly and in writing: clarify the breach, reference the lease, set timelines and escalate appropriately. The goal is to protect cashflow and reduce disruption whilst ensuring compliance and legal defensibility.
Lease terms, rent and outgoings
12.) How long is the lease?
Commercial leases are commonly 3-5 years with options, but the right term depends on tenant covenant, capex, fit-out contribution and your hold strategy. We’ll recommend structures that balance stability and flexibility.
13.) What are lease options?
Options can give tenants rights to extend the lease for set periods on agreed terms (often market review or fixed increases).We’ll explain the pros/cons for income certainty, valuation, reletting risk and negotiation leverage.
14.) How are commercial rents calculated?
Commercial rent is typically set by comparable evidence, tenant demand, incentives, fit-out value and lease structure (net/gross). We provide rental guidance based on current market conditions and the specific drawcards/constraints of your asset.
15.) How do you collect rent and handle late payments?
We implement structured invoicing and arrears processes aligned to the lease: reminders, formal notices and escalation pathways. The priority is fast resolution with a documented trail to protect your position if enforcement is required.
16.) Can tenants pay rent electronically?
Yes. Electronic payment is standard and improves reliability, reconciliation and reporting accuracy.
17.) The rental amount to be paid – how is it reviewed and increased?
Reviews are set by the lease (fixed %, market review, stepped increases). We administer review dates proactively, notify tenants and document outcomes so increases are applied correctly and on time.
Maintenance and Repairs
18.) What’s your process for repairs and maintenance?
We triage requests by urgency, safety and business impact. We then: confirm responsibility under the lease, obtain quotes where required, use qualified contractors, document approvals and provide closure updates. Emergency matters are actioned immediately to reduce risk.
19.) What are your maintenance protocols and timelines?
We run a prioritised workflow (urgent safety, essential services, operational disruption, routine). Timeframes depend on trade availability and access, but our focus is: acknowledge quickly, diagnose clearly, action decisively, document thoroughly.
20.) Who is responsible for maintenance-landlord or tenant?
Responsibility depends on the lease and the nature of the item (structure vs. tenant’s fixtures, essential services, common areas, damage vs. wear and tear). We interpret responsibilities against the lease and keep all parties aligned to reduce disputes.
21.) Are there maintenance and repair fees?
Contactor costs vary by scope. Our role is to manage scope, reduce repeat callouts and protect value. If a project needs multiple quotes or project oversight, we’ll confirm process and approvals upfront.
Reporting, governance and transparency
22.) How often do you provide financial reports?
Most owners prefer monthly reporting with additional updates for major events (arrears, lease milestones, significant maintenance, renewals). We can tailor frequency for your asset and your decision style.
23.) How do you manage trust accounting reconciliations?
We follow strict controls, accurate coding and documented approvals. Where outgoings and recoveries apply, we keep records aligned to lease provisions to support reconciliations and audit needs.
Compliance, legal and risk
24.) Are you familiar with commercial property laws and obligations (GST, strata, etc.)?
Yes. Commercial management commonly intersects with GST treatment, outgoings, insurance requirements, fit-out/alteration approvals, strata by-laws (where applicable), and essential services/WH&S considerations. We coordinate with our accounting team, your accountant, solicitor, strata manager and contractors to keep compliance practical and documented. (We’re not legal advisors, but we manage to the lease and the required process.)
25.) How you do handle insurance, certificates and essential services?
We maintain registers for key documents (where applicable): certificates, compliance checks and required contractor documentation – then prompt actions before deadlines to reduce risk and downtime.
26.) How is commercial property valued, and how does management affect value?
Valuation is influenced by income stability, lease terms, tenant covenant vacancy risk, incentives, capex and market yields. Strong management supports valuation by protecting income continuity, documentation quality and tenant longevity – plus reducing risk events that spook buyers and valuers.
Tenants’ frequently asked questions (we manage these for you)
27.) How do I request maintenance?
Tenants lodge a request through the agreed channel (email/text usually with images or videos of the matter or phone for urgent issues). We confirm responsibility, arrange the right contractor and keep both tenant and owner updated.
28.) What happens if I’m late paying rent?
Our arrears policies and the lease sets the process for reminders, notices and remedies. Our goal is to resolve arrears quickly and fairly, with clear documentation.
29.) Can I make changes to the premises (fit-out/signage)?
Alterations typically require written approval and may require plans, certificates and reinstatement (“make good”) terms. We manage the approval workflow so it’s clear, compliant and documented.
How to choose a great commercial property manager
A great manager is measured by outcomes and discipline:
- Low-avoidance vacancy strategy (not just “list and wait”)
- Strong tenant screening and lease-quality focus
- Fast, documented arrears control
- Proactive lease event management (reviews, options, renewals)
- Transparent reporting with real insights
- Calm, consistent dispute handling aligned to the lease
Commercial Property Management FAQs should ultimately help you answer one thing: “Will this team protect my income, my asset and my time?” We’re built to do exactly that.
Ready for clearer, more proactive management experience?