Process & FAQs

From initial enquiry to execution of the appointment agreement, the standard process typically takes 3 to 5 business days. The exact timeframe depends on the number of properties, title complexity, and whether an SEQ site inspection is required. For a single retail tenancy under a leasing management appointment, we can complete preliminary assessment and issue an appointment agreement within 48 hours. For multi-site industrial portfolios or appointments involving trust restructuring, 7 to 10 business days may be required to complete title due diligence and scheme design.

For portfolio management, private client consultancy, and comprehensive appraisal appointments, we strongly recommend a site inspection. Patriot Asset Co advisers will verify building condition, fire compliance, tenant occupation, and planning constraints on site, with photographic records retained on file. Site inspections are provided at no additional charge (included in the pre-appointment assessment process) and can be scheduled within 48 to 72 hours across SEQ following booking.

We provide full appointment transfer support. Once you execute a new appointment agreement, we issue formal transfer notices to the incumbent manager and coordinate handover of lease files, rent bond ledgers, maintenance records, and insurance certificates. Under Queensland commercial leasing practice, transfer typically requires 30 days' written notice to the outgoing manager. We manage the process end to end to ensure uninterrupted tenant communication and rent collection.

The standard minimum term for property management appointments is 12 months from the agreement effective date. For asset structuring and private client advisory services, terms may be agreed on a project basis. If you wish to terminate early, 60 days' written notice is required under the agreement, together with completion of tenant communications and financial settlement during the handover period.

Property management fees are typically calculated as a fixed percentage of gross annual rental income, with rates varying by property type: retail tenancies generally 5%–8%; industrial and warehouse 4%–6%; office 5%–7%. Tiered discounts apply to multi-property portfolios. A one-off leasing commission may also apply on successful new lease execution (typically 10%–15% of first-year rent, payable by tenant or landlord depending on negotiation). All rates are set out in a written quote before appointment, with no hidden fees.

We offer three appraisal tiers: Complimentary Desktop Preliminary Audit—a preliminary market positioning review based on public data and your property information, at no charge; Comprehensive Appraisal Report—including site inspection, comparable sales and rental analysis, and a formal written report, from $1,200 AUD depending on property type and complexity; Corporate Portfolio Appraisal—multi-property bundled valuations on a custom quote. Visit our Get Appraisal page to submit a request.

Routine maintenance coordination and contractor management are included in the property management fee. Where repair costs exceed the owner approval threshold specified in the agreement (typically $500–$1,000 AUD), we obtain your written or electronic approval before work proceeds. Emergency repairs (such as burst pipes or electrical failure) may be authorised within pre-agreed limits, with a full report and invoice provided within 24 hours.

Our tenant approval process includes business background checks (ABN/ACN verification), financial statement review or bank guarantee requirements, industry risk assessment, prior leasing history verification, and review of the proposed business plan on site. For retail tenancies, we also assess fit with surrounding commercial activity. All new leases are prepared in accordance with the Retail Shop Leases Act 1994 (Qld) and standard commercial leasing practice, with complete disclosure documentation.

Patriot Asset Co operates a zero-tolerance arrears policy. All rent accounts are monitored daily. Formal demand notices are issued within three business days of default; default procedures under the lease commence at seven days; and with your approval, legal recovery or lease termination may be pursued after 14 days or more. All arrears events are pushed in real time through the client portal so you are informed immediately.

We typically commence renewal assessment 6 to 9 months before lease expiry. The advisory team analyses current SEQ market rent benchmarks, property condition, and tenant performance to develop a renewal strategy (including rent adjustment, term length, and maintenance obligations). Where a new tenant is preferred, marketing commences 4 to 6 months ahead to minimise vacancy.

Where your property is a GST-taxable supply (annual turnover exceeds $75,000 or you are voluntarily registered), we establish dedicated GST accounting, prepare monthly or quarterly BAS data, and work with your accountant on lodgement. Treatment of rental income, deductible expenses (management fees, repairs, etc.), and capital acquisitions follows ATO commercial property guidance.

Queensland land tax is calculated on the unimproved site value of taxable land and the aggregate value of all taxable land held by the owner, applying progressive rates. We provide annual land tax assessments, verify rates notice accuracy, and assist with valid exemptions or objections. Land tax assessments are typically issued between July and August each year; we can arrange payment and record it in the property operating account.

Self-managed superannuation funds holding commercial property must comply with ATO SMSF investment rules: property must be leased at market rent (including to related parties), independent valuations obtained periodically, all transactions conducted on arm's length terms, and the SMSF trust deed must expressly authorise direct real property holdings. Our asset structuring team can review SMSF holding structures and work with your SMSF auditor.