Residential Properties Guidance Notes

Here are examples of completed Residential survey forms to help illustrate what information is required for various scenarios:

Question 1) – Occupation:

In this question, tick ONE box ONLY specifying whether the unit is:

What does this mean/definition?

  • Owner-occupied - occupied and physically lived in by the legal owner.
  • Occupied/Rented by a relative/employee - is the unit occupied or rented by a relative or employee i.e. someone connected to the owner?
  • Rented - is the unit rented out to anyone other than a relative or employee?
  • Vacant - is the unit empty and remains unoccupied at the current time?

Question 2) – Indicate:

What does this mean/definition?

  • a) Indicate how many bedrooms and bathrooms the unit has.
    • Bedrooms: This is the number of rooms in the property which have a built in or attached closet. Rooms used as offices, studies, T.V. rooms, sun rooms, playrooms etc. count as bedrooms if they have a built in closet.
    • Bathrooms: For the purposes of the form, a full bath contains a toilet, sink, bath tub/shower. A half bath, also known as a powder room or guest bathroom, has only a toilet and sink typically and should be recorded as 0.5.
    • Studio Unit: A Studio Unit is typically a "self-contained" unit in which the kitchen, living area and bedroom are combined into a single space. If Studio Unit is ticked, there is no need to indicate the number of bedroom and bathrooms.
  • b) What amenities does the property have? If the property has more than one amenity, then tick those applicable.  

If the property doesn’t have any amenities, then leave this section blank.

IMPORTANT INFORMATION

What does this mean/definition?

Only if you have ticked c) Rented in the Question 1, then you should proceed to Question 3.

If you have ticked a) Owner-Occupied, b) Occupied/Rented by a relative/employee or d) Vacant, then proceed to the end of the form and complete the Declaration.

 YOU DO NOT NEED TO COMPLETE ANY OF THE OTHER QUESTIONS.

Question 3) – Trust Information:

What does this mean/definition?

  • a) Is the property held in Trust? – A Trust is a fiduciary arrangement that allows a third party or trustee to hold assets on behalf of a beneficiary or beneficiaries.
  • b) If the property is held in Trust, is the tenant connected to the Trust in any way? e.g. is the occupier of the property a beneficiary, relative, employee etc.

IMPORTANT INFORMATION

What does this mean/definition?

Only If you have ticked Yes to both a) and b) in Question 3, then proceed to the end of the form and complete the Declaration.

YOU DO NOT NEED TO COMPLETE ANY OF THE OTHER QUESTIONS.

Otherwise, proceed to Question 4 and complete the rest of the form with the rental information.

Question 4) – Rent Details:

What does this mean/definition?

  • a) What is the current rent per month paid by the tenant? e.g. $8,400, the gross rent per month not taking out any deductions
  • b) What date was the above rent first paid by the tenant? e.g. April 2019
  • c) What was the date the current tenant first took occupation of the unit? e.g. March 2019
  • d) What is the current length of the tenant’s lease and what date did it start? e.g. 3 year lease which started in April 2019
  • e) Was a real estate agent involved in finding a tenant? e.g. Yes, Coldwell Banker
  • f) Is the unit under rent control (ARV of $22,800 and below) and if so, was the rent set by the Rent Commissioner?

Question 5) –Additional Units:

What does this mean/definition?

  • a) If the tenant rents more than one unit at the property, then tick Yes.   If the tenant only rents one unit at the property, tick No and proceed to Question 6.
  • b) If the tenant rents more than one unit, does the rent previously stated in Question 4a) include the extra unit(s)? If it does, tick Yes; if not, tick No.
  • c) If you have ticked Yes to 5a) and b), please state the 9 digit assessment number(s) that is/are included with the current monthly rent stated in Question 4a).

It is not uncommon for some properties, especially large units, to be rented along with a smaller unit for one monthly rent.  This is the information that the Department is trying to obtain i.e. where the monthly rent paid is for several units, and not just one unit.

Question 6) – Furnishings:

What does this mean/definition?

The current monthly rent in Question 4a) is for a unit that has:

  • Appliances Only – e.g. refrigerator, stove, washer and dryer and no furniture.
  • Partial Furniture – e.g. refrigerator, stove, washer and dryer plus some additional furniture, but is not fully furnished.  
  • Fully Furnished - simply bring your luggage and move in as all appliances and furniture are provided.  

Question 7) – Tenants Improvements:

What does this mean/definition?

  • a) Has the tenant done any major works to the unit, excluding any day to day maintenance works?
  • b) Were the major works stated in 7a) a condition of the lease agreement? If they were, tick Yes; if not, tick No.
  • c) When the tenancy commenced, was a lump sum payment, other than the deposit, made up front?

Question 8) – Responsibilities:

What does this mean/definition?
For the seven referenced repairs/services/costs stated above, please tick whether the Landlord or the Tenant is responsible. If the responsibility is shared, please tick both the Landlord and Tenant box.

Typically, a Landlord would be responsible for the External Repairs, Land Tax and Gardening services.

IMPORTANT INFORMATION

It is imperative that the Declaration is signed by the person filling in the form and their relationship to the unit is circled e.g. owner, tenant, agent, trustee etc.

Please ensure that email addresses and phone numbers are provided. This is extremely important should the Department need to contact you in order to clarify any information stated on the form.

Residential Survey Form

Download a blank copy of the Residential Survey Form if you have not received it in the mail.

It is imperative that the Description and Address of the Valuation Unit and the Assessment Number is filled in on the form (hand written) as shown below.

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