Landlord checklist for listing and managing student accommodation

Prepare a listing students can compare

Use current photographs of the actual property and room types. State the full location, campus served, number of beds, occupancy rules and available dates. Explain which amenities are included and identify services that carry an extra charge.

Keep room and bed counts distinct: ten rooms do not necessarily mean ten students. State whether rent is per bed, person, room or unit. Explain utilities, Wi-Fi limits, deposits, transport and the lease period before inviting an application.

• Your authority to advertise or manage the residence.
• Room types, bed counts, availability and current photos.
• Complete pricing and each included or excluded service.
• Exact campus route and current accreditation evidence where claimed.

Handle applications consistently and protect documents

Use relevant, fair criteria and keep an application connected to the property and room being considered. An expression of interest is different from an agreed tenancy. Send a clear decision and explain the next step without promising a bed you cannot offer.

Collect only the information needed for the application. Restrict access to student cards, contact details and lease documents. Do not use applicant information for unrelated marketing or share it in public groups. Set a record-retention process and explain your handling of personal information.

Record the agreement and room handover

Present the complete lease and property rules before acceptance. Identify the parties, address, room, dates, rent, deposit, included services and cancellation conditions. Resolve inconsistent promises before signature and give the student a copy.

Complete a joint condition inspection, record the inventory, meter readings and keys, and agree how existing defects will be addressed. Keep the signed document and inspection record connected to the tenant and room.

Keep rent and maintenance records usable

Use identifiable invoices and reconcile payments to the correct tenant, period and property. Keep deposits distinct from ordinary rent records. A payment reference or screenshot should be checked against the actual payment record before being treated as settled.

For each maintenance request, record the reported problem, urgency, dates, updates and completion. Establish an emergency route for urgent faults and tell students how access for repairs will be arranged. Review availability when a tenant arrives, leaves or renews.

Treat accreditation and subscriptions as separate processes

Listing a residence on ResMate or buying promotion does not grant NSFAS accreditation. Use the official provider process and keep property-specific evidence current. Confirm the current placement and payment requirements with NSFAS or the institution.

ResMate’s dashboard supports listings, applications, tenant records, rent and maintenance. Review the plan screen for current charges and limits. These tools help organise work; providers remain responsible for property obligations and lawful handling of tenant information.