Periodic inspection
A periodic inspection is undertaken to ensure that the Defence member is maintaining the property in accordance with the Defence Residential Agreement (DRA) and identify any maintenance and non-fair wear and tear that may need rectification immediately, or prior to them vacating the property. This inspection generally takes 30-45 minutes.
Specification number
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Specification
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| INSSOR002 |
- DHA will advise you of the date and time of the inspection and provide you with the Defence member’s details.
- DHA will provide you with a copy of the Defence member’s inspection condition report (ICR) to assist with identification on non-fair wear and tear.
- DHA will advise you if the Defence member cannot attend the inspection and an appointed agent will be in attendance on behalf of the Defence member.
- Prepare a Tenant Acknowledgement Form (TAF) as this may be needed if non-fair wear and tear is identified.
If appropriate, DHA will provide you with a copy of the asbestos report. These areas must be inspected and noted as asbestos is disturbed/not disturbed.
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Conduct inspection
- On arrival at the property, introduce yourself and explain the purpose of the inspection. The Defence member, or appointed agent, must accompany you throughout the property when conducting the inspection.
- Walk through property to identify any maintenance required and non-fair wear and tear items.
- Record any maintenance required so that this can be provided to DHA.
- Any identified non-fair wear and tear, needs to be recorded on the TAF (refer to Annexure II).
- Take photos of high value items or any issues that possibly could be disputed by the Defence member.
- The Defence member can dispute any item on the TAF. Contact DHA (ph. 139 342 or the regional office) from site to go through this process.
- Advise the Defence member that DHA will review the inspection documentation and send an email acknowledgement to the Defence member. All documents will be available via Online Services.
- Encourage the Defence member to update their contact details in Online Services, including appointing an agent if appropriate.
- Advise the Defence member that information can be found on our website dha.gov.au: The Service Charter and Occupant Resources.
- DHA may request that property data be collected during this inspection. If so, details of data required will be advised.
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Post inspection administration
- Provide details of any maintenance required, TAF and photos (if non-fair wear and tear was identified) through to DHA.
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Pre vacation inspection
A pre-vacation inspection (PVI) is held approximately 6-8 weeks prior to the Defence member’s removal from the property. This inspection is to provide the Defence member with the information they need to prepare the property for vacation and to identify any maintenance and non-fair wear and tear that needs to be rectified prior to them vacating the property. This inspection generally takes 60 minutes.
Specification number
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Specification
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| INSSOR003 |
Pre inspection preparation
- DHA will advise you of the date and time of the inspection and provide you with the Defence member’s details.
- Ensure you have a lockbox to take to the inspection.
- DHA to provide you with the Defence member’s inspection condition report (ICR) to assist with identification on non-fair wear and tear.
- Prepare Tenant Acknowledgement Form (TAF) for this inspection.
- DHA will advise you if the Defence member cannot attend the inspection and an appointed agent will be in attendance on behalf of the Defence member.
- DHA will advise if the member is entitled to a standard internal / external clean at Commonwealth expense or if they are required to clean the property to the required standard, refer to Annexure III.
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Conduct inspection
- Complete the top portion of the TAF, including all forwarding address and service number.
- Input the estimate carpet cleaning cost on the TAF for as per guide from DHA.
- Demonstrate the use of the lockbox.
- Discuss with the Defence member the cleaning and grounds maintenance requirements (these are specified in the DRA and Occupant Resources). Note: the cleaning requirements will be dependent if the Defence member has an entitlement to a Commonwealth expense move. DHA will provide a full cleaning checklist for you to give to the Defence member if there is no entitlement.
- Walk through the property with the Defence member to identify any non-fair wear and tear.
- Any identified non-fair wear and tear needs to be recorded on the TAF (refer to Annexure II).
- Take photos of high value items or any issues that possibly could be disputed by the Defence member.
- Members can dispute any item on the TAF. Contact DHA (ph.139 342 or the regional office directly) from site to go through this process.
- Identity and record any maintenance required so this can be provided to DHA.
- DHA may request that property data be collected during this inspection, if so details of data required will be advised.
- Identity and record any maintenance required so this can be provided to DHA.
- Advise the Defence member that DHA will review the inspection documentation and send an email acknowledgement to the Defence member. This will be available to them in Online Services.
- Advise the Defence member to update their contact details in Online Services, including appointing an agent if appropriate.
- Advise the Defence member the below information can be found on our website (dha.gov.au): The Service Charter and Occupant Resources.
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Post inspection administration
- Provide details of any maintenance required, signed TAF and photos through to DHA.
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Second inspection
The requirement for a second inspection is at DHA discretion and is based on the value of non-fair wear and tear identified at the pre-vacation inspection. A second inspection is to be conducted 3-5 days prior to the Defence member removal to ensure that any potential charge items noted at the pre-vacation inspection have been rectified to a professional standard, and if not, these items then need to be converted from the potential charge (PC) to a tenant charge (TC). DHA will then arrange for a contractor to undertake these works and invoice the Defence member. This inspection generally takes 30 minutes.
Specification number
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Specification
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| INSSOR004 |
Pre inspection preparation
- DHA will advise you of the date and time of the inspection and provide you with the Defence member’s details.
- DHA to provide you with ICR and TAF from the pre-vacation inspection, if these inspections were not done by your office.
- DHA will advise you if the Defence member cannot attend the inspection and if there will be an appointed agent in attendance on behalf of the Defence member.
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Conduct inspection
- Walk through the property with the Defence member to identify any non-fair wear and tear charges.
- Inspect the items noted on the TAF from the pre-vacation inspection as potential charges (PC), refer to Annexure II.
- Identity and record any maintenance required so this can be provided to DHA.
- If any additional non-fair wear and tear is identified this will need to be written up on a new TAF, refer to Annexure II.
- Take photos of high value items or any issues that possibly could be disputed or not agreed by Defence member.
- Defence members can dispute any item on the TAF and you will need to contact DHA (ph. 139 342 or the regional office directly) from site to go through this process.
- Advise the Defence member that DHA will review the inspection documentation and send an email acknowledgement to the member. These documents and other correspondence relating to their tenancy will be available to them in Online Services.
- Advise the Defence member the below information can be found on our website (dha.gov.au): The Service Charter and Occupant Resources.
- DHA may request that data be collected during this inspection, if so details of data required will be advised.
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Post inspection administration
- Provide details of any maintenance required, signed TAF and photos through to DHA.
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Day One inspection
The day one inspection is done within 48 hours of the Defence member vacating the property, before any contractors have commenced works. This inspection is to identify any concealed damage, check for any additional maintenance and check appliances. This inspection generally takes 20-30 minutes.
Specification number
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Specification
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| INSSOR005 |
Pre inspection preparation
- DHA will advise you of the date for the inspection.
- DHA will provide you with the ICR and TAF from the pre-vacation inspection and second inspection (if completed), if these inspections were not done by your office.
- Ensure you have a lockbox code for the property.
- If the property you are inspecting contains asbestos, DHA will provide you with a copy of the asbestos report, these areas must be inspected and noted to either say asbestos is disturbed/not disturbed.
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Conduct inspection
- Walk around the property to check that the maintenance raised from the PVI and second inspection has been completed, advise DHA of any issues.
- Check appliances (if power is connected).
- Identity and record any maintenance required so this can be provided to DHA.
- If additional damage is found, contact DHA immediately for further guidance and take photos of damage found.
- DHA may request that data be collected during this inspection, if so details of data required will be advised.
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Post inspection administration
- Provide details of any maintenance required and photos (if applicable) through to DHA.
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Ready house inspection
The ready house inspection is conducted to check that all maintenance and cleaning has been completed. This is also when the inspection condition report (ICR) is completed. This inspection generally takes 45-60 minutes.
Specification number
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Specification
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| INSSOR006 |
Pre inspection preparation
- DHA will advise you of the date for the inspection.
- Prepare a new ICR.
- Ensure you have a lockbox code for the property.
- If the property you are inspecting contains asbestos, DHA will provide you with a copy of the asbestos report. These areas must be inspected and noted to either say asbestos is disturbed/not disturbed.
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Conduct inspection
- Walk around the property to check that the maintenance raised from the day one inspection has been completed, advise DHA of any issues.
- Check cleaning and carpet cleaning is to an acceptable standard, if not then advise DHA of any issues.
- If any additional maintenance is required, record this so it can be provided to DHA.
- Complete a new inspection condition report (ICR).
- Take photos of living room, dining room, kitchen, master bedroom, ensuite, bathroom, laundry, family room, rumpus room etc, pergola, rear yard and front of property. Do not date-stamp photos.
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Post inspection administration
- Provide details of any maintenance required and photos through to DHA.
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Maintenance assessment inspection
A maintenance check inspection is required when a request has been received from a Defence member for repairs or maintenance, and a further assessment is required prior to raising the works. Alternatively, when maintenance has been completed at a property and an inspection is being conducted to confirm works have been completed to standard, and as per the scope of works. This inspection generally takes 45 minutes.
Specification number
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Specification
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| INSSOR007 |
Pre inspection preparation
- DHA will advise you of the date and time of the inspection and provide you with the Defence member’s details.
- DHA will provide details of what is required at the inspection.
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Conduct inspection
- On arrival at the property, introduce yourself and explain the purpose of the inspection.
- The Defence member or appointed agent must accompany you when conducting the inspection of the property.
- Inspect item/s as per DHA instructions.
- Advise the Defence member that DHA will review the inspection documentation and send an email acknowledgement to the member. These documents and other correspondence relating to their tenancy will be available to them in Online Services.
- Encourage the Defence member to update their contact details in Online Services, including appointing an agent if appropriate.
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Post inspection administration
- Provide details of any maintenance required and photos (if applicable) through to DHA.
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Vacancy recheck inspection
A vacancy recheck inspection is required when a property has been vacant for an extended period of time, to ensure it is still in a suitable condition and check the property is secure. This inspection generally takes 10 minutes.
Specification number
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Specification
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| INSSOR008 |
Pre inspection preparation
- DHA will advise you of the date for the inspection.
- Ensure you have a lockbox code for the property.
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Conduct inspection
- DHA will advise the date of the inspection. Take photos if required
- Conduct a property inspection to ensure the property is still clean, secure and presentable (including the grounds).
- Record any items that need attention.
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Post inspection administration
- Provide details of any maintenance required and photos (if applicable) through to DHA.
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Welcome visit inspection
A Welcome visit is conducted with the incoming Defence member prior to the delivery of their furniture and effects. This is when the Defence member will receive the keys for the property, sign the Defence Residential Agreement (DRA) and complete the inspection condition report (ICR). This inspection generally takes 45-60 minutes.
Specification number
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Specification
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| INSSOR009 |
Pre inspection preparation
- DHA will advise you of the date and time of the inspection and provide you with the Defence member’s details.
- DHA will provide you with the DRA, which you will need to print ready for signing at the inspection
- If the property has asbestos, you will also be provided with a copy of the asbestos report to print and hand to the Defence member.
- Ensure you have a current, pre-prepared inspection condition report (ICR). You will have completed this during a previous inspection (ready house inspection) or it will be provided by DHA.
- If the Defence member cannot attend the inspection, there will be an appointed agent in attendance to sign the documents and accept the keys on their behalf. DHA will advise you of this.
- Arrive 10 minutes before the inspection time, remove the lockbox, open blinds doors/windows, turn on lights (if power is on) and do a quick walk around the property to ensure it presents well.
- Take photos of the front and rear of the property to record the condition of lawns and gardens.
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Conduct inspection
- When the Defence member or appointed agent arrives, introduce yourself and invite them inside.
- Ask if they have had a previous opportunity to view the property. If not, suggest that they take a couple of minutes to have a walk-around. Ensure you control this time and keep it to a minimum, as you will be conducting a more detailed joint inspection of the house and grounds with them.
- Discuss with the Defence member that:
- It is their responsibility to re-connect the electricity account into their own name, as the account will be disconnected from DHA on the next business day.
- Occupant Resources and the DHA Service Charter are available via DHA’s website.
- They are to contact DHA for all repairs and maintenance on ph. 139 342 including emergency items 24/7.
- They can log onto Online Services and view all details around maintenance 24/7.
- Any damage to the property by the removalist must be recorded on the removalist’s inventory form before they leave the property. They must report the damage to TOLL on 1800 819 167. Refer to Occupant Resources for full details.
- Give the Defence member the DRA to sign. The Service Provider is to sign as a DHA representative and a witness is to sign. Ensure you retain one signed copy of the DRA for return to DHA. The Defence member will be able to see a copy via Online Services.
- Inspect the property with the Defence member and run through the inspection condition report.
- Amend the condition report where additional items need to be added or existing comments modified.
- Take photos of any items, if required.
- Conduct an appliance demonstration.
- Have the Defence member review the disclaimer and ensure they understand their responsibilities and obligations on the ICR.
- Have the Defence member sign the ICR.
- Retain the original ICR for return to DHA. The Defence member will be able to see a copy via Online Services.
- Advise the Defence member that they have 14 days to add anything to the ICR and return to you as the Service Provider.
- Handover the keys to the property.
- Advise the Defence member that DHA will review the inspection documentation and will send an email acknowledgement to the Defence member. These documents and other correspondence relating to their tenancy will be available to them in Online Services.
- Encourage the Defence member to update their contact details in Online Services, including appointing an agent (a representative for them) if appropriate.
- DHA may request that property data be collected during this inspection. If so, details of data required will be advised.
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Post inspection administration
- Provide details of any maintenance required, signed DRA, signed ICR and photos through to DHA.
- Store lockbox for DHA collection.
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