When your tenant gives notice that they are leaving, the clock starts ticking on vacancy. A good property manager should treat this as a project with a clear plan of steps, dates, and targets, not a vague wait and see period.

This guide is written for residential property investors who already use a property manager and want to know whether that manager is doing a good job when a tenant decides to move out and you need a new one. The guidance is based on Victorian legislation and best re leasing practice.

‍

The short answer

If your tenant gives notice in Victoria, your property manager should at minimum:

• Provide a clear Re leasing Plan that outlines each step from notice to new renter move in, including advertising dates, inspection dates, and the expected new lease signing timeline.
• Review the rent against the current market and recommend an advertising rent that balances vacancy time and return, rather than simply re listing the property at the old rent.
• Manage the relationship with the existing tenant and handle access for inspections, entry notices, the final inspection, and bond matters in line with Victorian rules so you stay compliant and avoid disputes.

If your manager cannot explain these steps simply, that is a red flag.

‍

Re leasing Plan

What your property manager should provide

When a renter gives notice in Victoria, your property manager should give you a clear Re leasing Plan on the same day (or following day at the latest). It does not need to be complex. It should simply show the key dates, actions, and approvals needed to keep vacancy low. It also helps you see when things are running behind and vacancy is at risk. A strong manager will have their own version of this, even if they do not call it a Re leasing Plan.

1. Notice stage

What should happen:

• Notice is received from the renter
• Vacate date is confirmed and shared with you
• Rent review is completed
• Existing advertising media is checked
• A recommended advertising rent is sent to you for approval

Your only decisions at this stage are to confirm the advertising rent and provide guidance on preferred lease length so the manager knows whats available to new prospective renters.

2. Advertising and inspections

What should happen:

• Advertising start date is set, this should be within one day of receiving the notice
• First and second inspections are scheduled with the existing renter within the access rules
• Your manager explains how many inspections they expect to run and what enquiry level they expect at the proposed rent

At this stage you should know when the ad goes live, when people will walk through, and when you can expect an update on interest.

3. Applications and approval

What should happen:

• Applications are received and throughly screened
• Your manager presents you with a small shortlist (typically 2-3 applications) and a clear summary of each applicant
• You approve the preferred applicant
• Lease is signed and bond and first rent payment organised

Your role here is to choose the renter, not chase paperwork. Ideally this is finalised 1-2 weeks before the existing renter vacates to keep vacancy low.

4. Vacate and make good

What should happen:

• The renter moves out and returns keys
• The final inspection is completed
• Outgoing renter is given a chance to make good where appropriate
• Cleaning, repairs, and quotes are organised if needed

A rushed manager cuts corners here, leaving the new renters with a property that is not ready and missing issues that should have been claimed from the outgoing renter. A good manager allows enough time between renters, ideally 5 days, so the new renter arrives to a clean and prepared property and you're not out of pocket from ignored issues the previous tenant should have fixed.

5. New renter move in

What should happen:

• Fresh Start Clean is completed if needed
• Ingoing condition report is completed
• Keys are handed to the new renter
• Rent begins on the agreed start date

By this point you should feel that the whole changeover followed a clear plan that you could follow along with, rather than feeling in the dark.

In Cubbi this Re leasing Plan appears automatically in your timeline so you can see exactly what is happening and what comes next. You only need to approve the advertising rent and the selected renter. Everything else is handled for you.

Learn more about Cubbi.

‍

The rules you need to know

Most legal detail can sit in the background, but there are a few rules that directly affect vacancy and access. These are the ones that actually matter to passive investors.

Access for inspections to show new renters

In Victoria, inspections for prospective renters can take place in the final 21 days of the tenancy unless the current renter agrees otherwise.

Within this period:

• Inspections must be no more than twice a week and no longer than one hour each
• The renter is not required to leave during inspections
• Your manager must give proper written notice of entry
• A minimum of 48 hours notice is required
• Your manager should make reasonable efforts to agree on suitable times

A good manager will manage the relationship with the renter so the process feels respectful and cooperative rather than leaning on formal notices.

Notice from the renter

In Victoria renters must give at least 28 days written notice if they want to leave at the end of a rental agreement or if the agreement has rolled into a month-to-month lease.

You cannot demand more notice than the law allows, even if a special condition says otherwise. A good manager builds this into the Re leasing Plan rather than acting surprised when notice comes in.

Signing a new lease before the renter moves out

There is no rule that stops a manager from signing a new lease before the current renter has moved out, as long as the new lease starts after the vacate date (ofcourse!)

However, if the outgoing renter delays handing back the keys or stays past the vacate date, the new renter may not be able to move in on time. This can lead to:

• compensation claims
• a messy handover
• complications with insurance cover

For this reason, a good manager only signs a new lease early when they are confident the outgoing renter will vacate on time and the property will be ready.

‍

Common mistakes to avoid

These patterns quietly cost owners money and create the feeling that the manager is not really in control.

Delaying advertising

Waiting for the property to be empty or needing new photos adds vacancy days. Advertising should begin the day after notice is received when the renter has given proper notice. If your manager only starts thinking about advertising after keys are returned, that is a major red flag.

Not managing the relationship with the vacating renter

This is a sensitive time for the renter. Bond cleaning, inspections, and packing all happen at once. A good manager knows when to stop sending automated messages and start having real conversations.

Done well, this:

• reduces conflict
• improves access
• improves presentation
• speeds up the turnaround

Ignored, it creates blocked access, rushed cleans, and more bond disputes.

Not allowing enough time between renters

A same day changeover is tempting but often unrealistic. Around 5 days between renters usually provides enough time to complete the final inspection, allow make good, organise trades, and properly prepare the property.

Without this buffer, managers either cut corners or pass problems to the next renter. Both cost more in the long run.

Re listing at the current rent without a proper review

Even if there has been a recent rent increase, in Victoria you can still advertise at a higher amount. This is different from Queensland where rent increases are tied to a property rather than a tenancy.

Many managers handle rent reviews for existing renters cautiously, but the re leasing stage is different. When you have 4 or more weeks before the property becomes vacant, it can be worth testing a slightly higher price if the market supports it. The key is to base on a realistic figure, not hope.

A proper rent review for re leasing should compare:

• recent leases for comparable properties
• how quickly similar listings are moving
• your appetite for vacancy versus higher return

The goal is to set a rent that attracts a strong tenant who can move in within a week of the previous renter leaving, not repeat an old number or chase a stretch price that creates long vacancy.

‍

Questions to ask your property manager right now

These questions tell you immediately whether your manager is on top of things.

1. When does the renter move out and when do you expect a new one to move in
2. How early will advertising start and what date are you aiming for
3. What rent strategy are you recommending and why
4. How many inspections are scheduled
5. What is your plan if enquiry is weaker than expected
6. What happens if the property needs work between renters and how much buffer time do you expect

A good manager will answer these confidently and in plain language. If the answers are vague or defensive, this vacancy is your chance to reconsider who manages your property.

‍

Next steps for owners

When a renter gives notice in Victoria, you do not need to learn the entire Act. You need a manager who can show you a simple Re leasing Plan, explain how they will keep vacancy under control, and give you confidence that the process is being handled properly.

Use this guide as a checklist. Compare each step against what your manager is doing. If you cannot see a clear plan to have a new renter move in within a week of the existing one leaving, this may be the right moment to upgrade from a person who reacts to a system that follows a clear plan every single time. Learn more about Cubbi.

‍