Rent Roll Sale - Pre-Settlement Handover Meeting Agenda

Goal: walk out of this meeting with
(1) a clean document set for the buyer’s DD file,
(2) a locked “Day-1” operating plan (trust, software, communications), and
(3) a retention plan that prevents avoidable losses.
Pre-read to circulate 24–48 hrs before meeting (single shared folder + index):
A. Compliance & appointments: Trust audit report (most recent), letting authorities (PO Form 6 / PAMD 20A as applicable), tenancy agreements (Form 18a), contractor agreements, staff summary.
B. Financial pack: trust ledgers, income breakdown, arrears, vacancy report, incentives/free rent, bank statements
showing management fee receipts.
C. Property schedule export: property-by-property dataset (rent, lease dates, fees, bond, status, etc.).
D. Contract tracker: open items, key dates, retention mechanism, and handover deliverables.

1) Open + alignment (10 min)

Confirm settlement timetable, cutover date/time, and “no disruption” priorities (rent collection, owner disbursements, urgent repairs).
Confirm handover deliverables required under the signed agreement (what is handed over, by
Output: agreed “go/no-go” checklist and owner of each item.

2) Trust + money movement (25 min)

Trust audit status: confirm audit period / auditor details (buyer comfort item). Trust accounts must be audited annually and lodged on time.
rust reconciliation** (as at meeting date + plan for settlement date):
- trust bank rec, uncleared items, held funds, pending supplier payments
- owner disbursement cadence (weekly/fortnightly/monthly) and “month end” special process
General account statements to evidence management fee receipts (as requested).
Output: “Trust & Disbursement Cutover Plan” (who pays what, last seller disbursement, first buyer disbursement, and how to avoid double-pay/underpay).

3) Appointments + authorities (retention-critical) (25 min)

Confirm each management appointment is valid and transferable/replaceable:
- PO Form 6 must be correctly completed and signed to be effective; incorrect/incomplete appointments fix.
- continuing appointments can be revoked with notice (commonly 30 days) — retention strategy must assume this and get ahead of it.
Identify any gaps: missing/expired authorities, “single vs continuing” issues, missing signatures/copies, or landlords likely to reconsider.
Confirm approach to replacement appointments if any authority is lost pre-completion (tie back to contract intent).
Output: “Authority Heat Map” (Green/Amber/Red) + same-day action list for all Amber/Red landlords.

4) Rent roll dataset review (20 min)Walk through the buyer’s requested extract property-by-property:

property name/address, tenant, weekly rent, lease start/end
management fee %, letting/reletting/renewal fees
status (active/vacant), bond, postage/other charges
Output: signed-off Schedule of Properties for contract/settlement + agreed format for system import (CSV/export).

5) Tenancies + bonds + notices (20 min)

Provide copies of Form 18a tenancy agreements (rent confirmation).
Bond administration plan:
- confirm bond records match RTA data
- prepare Change of property manager/owner (Form 5) for ongoing tenancies (execution workflow + timing).
Termination notices issued but not effective; expected departures post-completion.
Output: “Bond & Tenancy Transfer Pack” ready to sign + exceptions register.

6) Revenue/expenses substantiation (15 min)

Confirm annual gross management fees + other income (repairs, admin, letting/reletting, trust ledger reports for last 12 month (as requested) segmented by:
- commissions/management fees/letting/admin/repairs
- tenant / owner ledgers
  Output: buyer’s DD finance folder complete with a simple reconciliation summary.

7) Operational cutover (software + access) (20 min)

Trust accounting software: what system, how data is exported, and Day-1 access provisioning.
Handover of:
- logins, email templates, inspection routines, arrears workflow
- keys/remote access/any physical records location (what stays, what moves)
  Output: “Day-1 Operating Readiness” checklist with owners + timestamps.

8) Risks & exceptions register (15 min)Work the buyer’s “risk questions” systematically:

rental guarantees / leasebacks / NRAS?
arrears over 7 days (aged report as at 31 Dec 2025)
vacancy periods during the year + rent-free/incentives reports
properties expected to leave, disputes, tricky landlords/tenants
staff instability risk (this is a known failure point in rent roll transactions).

Output: signed “Exceptions Register” (so issues don’t become post-settlement surprises).

9) People: staff + contractors (10 min)

Staff list (if any): duties, salary, transfer intentions.
Contractors: cleaner, lawn, trades, any standing agreements.

Output: “People & Supplier Continuity Plan” + who the buyer keeps Day-1 (even if temporary).

10) Landlord/Tenant communications plan (max retention) (20 min)Landlords (priority):

Agree a joint announcement (seller endorses buyer; buyer confirms service standards + no disruption).
Call sequencing: top 20% of landlords first (by revenue/risk), same script, same commitments, same follow-up email.
Re-sign campaign: where required, get compliant PO Form 6 in place fast

Tenants:

Confirm what notice is issued and when (contact details, maintenance procedure, rent payment instructions).
Ensure any RTA forms used are current (avoid form/version errors).

Output: a 7-day call plan + templates (email/SMS/letter) + accountability list.

11) Retention mechanics + evidence discipline (10 min)

Confirm retention period, calculation method, notice process, and evidence standard per the signed agreement.
Agree “proof pack” discipline (written notes, emails, timestamps) — disputes often come down to evidence quality.
Output: retention dashboard template (properties lost / reason / evidence / claim status).

12) Close: actions (10 min)

Review outstanding items (owner, due date, and blocker).
Set the final pre-settlement checkpoint (30 mins, 48 hrs pre-settlement).

Output: one-page “Settlement Ready” sign-off list.

Confidential • Specialist-only • Serious buyer network

What you get

A SIRE confidential appraisal is not a quick guess. It’s a structured review that provides:

• Indicative valuation range (with assumptions stated clearly)
• Key value drivers (what may lift the multiple or price)
• Risk flags that reduce buyer appetite (and how to neutralise them)
• Buyer plus bank and valuer readiness checklist
• Recommended next step: Sell now / Optimise then sell / Refinance–Recap / Hold

What drives rent roll value

• Income quality and fee base integrity
• Arrears profile and collection discipline
• Attrition risk, churn concentration, and re-sign readiness
• Operational structure and handover realism
etc

What quietly reduces buyer appetite

• Retention mechanics that are ambiguous or disputed
• Weak evidence pack
• High landlord concentration or unstable cohorts
• Fee leakage, inconsistent agreement terms, messy data
• Transition risk with no clear handover plan
etc

Who this is for
This appraisal is built for rent roll owners who want clarity and control, including:

• Owners considering a sale within 0–12 months
• Owners who want a credible price range before making a move
• Owners who want a discreet / controlled pathway (where appropriate)
• Owners managing complexity: retention terms, add-backs, data integrity, staffing

Request Appraisal

Submit the form for a discreet call. If you prefer, call 0404 331 310.

* Indicates required field

Name *

Seller Mobile *

Email *

Approx arrears % *

Doors under management *

Annual management fee income *

Software used *

Timeframe *

Location (Region/Suburb) *

Any known churn risk notes *

Submit

Seller testimonials

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I built the rent roll quickly through acquisitions and organic growth and knew the timing was right to exit, but I wanted the numbers to stack up properly.
SIRE were very commercial from day one. They broke the data down clearly and positioned the business in a way that made sense to serious buyers.
The process was efficient, transparent, and settlement-focused. I got a clean outcome and could move straight on to my next project without loose ends

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This wasn’t just a rent roll sale, it was a capital allocation decision. The portfolio had grown alongside other developments, and I needed a structured exit rather than a simple listing.
SIRE helped reframe the asset, split it logically, and align each component with the right buyer profile. That approach reduced risk and improved pricing across the board.
It felt more like working with an advisory team than a traditional broker. The thinking was strategic and the execution disciplined.

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We ran a small but high-quality rent roll in the Brisbane CBD. On paper it looked simple, but landlord expectations were high and we needed absolute discretion.
SIRE treated the sale with the same seriousness they would a much larger portfolio. They positioned the CBD profile correctly, filtered buyers tightly, and ensured we were never exposed to tyre-kickers.
The transaction was efficient, professional, and far less stressful than we expected. We felt protected throughout the process, and the buyer that emerged was genuinely aligned with our landlords.

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We operated across premium Brisbane suburbs with more than 800+ managements and a team of seven. Our concern was not just price, but control of the narrative and confidentiality across staff, landlords, and competitors.
SIRE approached the sale with a level of structure we had not seen before. They positioned the quality of the suburbs and landlord concentration clearly.
The end result was a strong multiple, minimal disruption to staff, and no leakage into the market.

Name

Title
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Company

What documents do you need to start?

A fast start typically begins with a rent roll schedule covering total doors, weekly rents, management fees, and landlord concentration. After the first contact, we issue a short, targeted document checklist so the process moves quickly and stays efficient.

What reduces a rent roll multiple in due diligence?

Multiples often compress when evidence or durability is weak. Common drivers include:

Higher vacancy and arrears, or inconsistent rent collection discipline
Documentation gaps or messy files, including appointment form problems
Fee leakage, inconsistent management fee basis, unclear ancillary income
Staff and wage risk, or heavy owner dependency
Compliance risk signals, including trust process weaknesses that make buyers cautious

Can this be off-market?

Where appropriate, we may recommend a controlled off-market approach to protect price and reduce noise.

How do you screen buyers?

After three decades in rent roll sector, we already know who the real buyers are. Every party introduced is vetted, funded, and operationally fit, keeping inspections purposeful and negotiations aligned toward settlement rather than speculation.

What happens after the appraisal?

You receive a recommended pathway: sell now, optimise then sell, refinance-recap, or hold, with clear next actions.

How should retention be structured?

A robust retention structure often includes:

Clear definition of what counts as a “lost” management and what does not
Measurement basis (fees, management income, doors) and the calculation method
Timeframes for claims, reporting, and evidence required
Where funds are held, commonly with an agreed trust mechanism in some structures
Rules that reduce dispute risk, including excluding losses linked to buyer actions where appropriate