Frequently Asked Questions

Professional management fees in Cape Town generally comprise two distinct components. Combined, these elements represent your total monthly cost, typically structured as follows: a Procurement (Finders) Fee of between 7% – 10%, and a Management Fee of between 4% – 6%. These rates reflect the standard pricing for a licensed Property Practitioner and cover both the placement of a qualified tenant and the ongoing administration of your asset.

The Property Bureau commission structure: We maintain a transparent, flat-fee policy with no hidden costs. As we are not currently VAT registered, the percentages below represent the final amount payable.

• Comprehensive Management: 11.5% (Includes both Finder’s and ongoing Management fees)
• Finder’s Service Only: 7.5% (Placement only; ongoing management handled by the owner)
• Management Only: 4%

In the Southern Suburbs and Atlantic Seaboard, two to six weeks from mandate signing is typical. The variable is price. A property priced to the comparable market lets inside that window. One priced 5% to 10% above market is the most common reason a property sits empty.

Every applicant undergoes a thorough screening process, including a TPN credit check, employment and income verification, review of three months’ bank statements, ID verification, and previous landlord references. All information is carefully verified. We do not cut corners to fill a vacancy. Securing the right tenant is the single most important factor in ensuring a successful lease.

While we do not personally underwrite rental arrears, we take a proactive approach to ensure your cash flow remains consistent. Invoices are sent a few days before the due date and we monitor every account daily through PayProp. We contact the tenant on ‘day one’ of a missed or delayed payment to secure an immediate catch-up plan. This is done with agreement from the landlord. Most arrears are resolved within a few days of the due date. On the rare occasions it has been necessary over our 20 years of operation, we escalate to the formal arrears and eviction process. The real protection is rigorous upfront tenant selection.

Rent is due from your tenant on the first of each month, paid through PayProp. Funds reflect in your account within 24 to 48 hours of receipt, less the management fee and any agreed expenses. You get an itemised statement every month.

A detailed incoming inspection at the start of every tenancy, with photos. A full outgoing inspection when the tenant vacates, also with photos. A pre-renewal inspection before any lease extension — no exceptions. Additional inspections are arranged on landlord request.

Yes. We handle the handover end to end: notice to the existing agent, transfer of the tenant relationship, deposit reconciliation, and the joint inspection. Most switches happen at lease anniversary or renewal. Mid-lease handovers are workable where the existing mandate allows.

The landlord is responsible for fair wear and tear, structural maintenance, and any obligations defined in the lease. Costs arising from tenant-caused damage are recovered during the lease term or deducted from the deposit at the end of the lease. No repairs are authorised without your prior approval. You may use our vetted contractor network or appoint your own. The only exception is a genuine emergency (e.g., a burst pipe or electrical hazard), where our Principal Property Practitioner will authorise immediate remedial action and notify you without delay.

Twelve months standard, with one calendar month written notice on either side. We do not tie landlords into long fixed terms. If we are doing the job, you stay. If we are not, you should be free to leave.

We look at recent comparable lets in your street and suburb, then weigh up the property’s condition, parking, security, and current demand. The valuation is free and you get it in writing. We give you our honest number, not the highest one we can defend. Overpricing costs more in vacancy than it gains in rent.

Yes. We benchmark against the local market in the lead-up to renewal, agree the figure with you, and handle the addendum/re-issue lease and tenant negotiation. Typical Cape Town increases run 5% to 8% depending on suburb and lease history. We are regularly exceeding these increases. Some leases hold flat where the tenant relationship matters more.

We begin the end-of-lease process four to six weeks before expiry, with two possible paths:

Renewal: If both parties wish to continue, we first conduct a property inspection. The lease is only renewed once the inspection has been completed. We then provide you with a renewal recommendation and proposed terms.

Exit: If the tenant is vacating, we conduct a joint outgoing inspection and reconcile the deposit, including any deductions for damages. Once notice is confirmed, we begin marketing the property at an updated rental level to minimise vacancy and maintain continuity of income.

ID or passport (and work visa if applicable), three most recent payslips, three months of bank statements, a SARS tax number, and proof of current address. If applying with a partner, both parties supply the same documents.

Yes. Self-employed and contract applicants are common. We ask for slightly more paperwork: three months of bank statements, your last tax return, and a letter or contract showing income source. A strong self-employed application gets approved as readily as a salaried one.

Two to four working days, assuming complete paperwork. It can be quicker. The credit and reference checks are the slowest steps. The most common reason for delay is missing documents. Get everything in at once and you move to the front of the queue.

You will be told why, in writing or telephonically if you choose. The usual reasons are credit issues, insufficient income for the rent, or an employer reference we cannot verify. The credit check fee is non-refundable. You are welcome to apply for a different property or to reapply once the underlying issue is sorted.

On approval: the security deposit (per lease — typically 1.5 months), one month’s rent in advance, a credit check fee of R150 per applicant, a once-off lease fee of R1000, an incoming inspection fee of R500, and the first monthly admin fee of R95. Pro-rata rent applies if you move in part-way through a month.

Rent is due on the first of each month, paid in advance through PayProp. PayProp gives you a tenant portal where you can view your payment history and download statements at any time.

Yes. Deposits sit in PayProp’s trust account, separate from agency funds, and earn interest for you under the Rental Housing Act. You can see the balance and interest in your PayProp account at any time. At end of lease, we run the outgoing inspection against the incoming one, reconcile any tenant-caused damage, and refund the balance plus interest within the period set by the Act.

Log a maintenance request via email, WhatsApp, or by calling our office. We assess the issue, liaise and agree with the landlord where required, and coordinate the repair through our contractor network. Genuine emergencies are prioritised.

The landlord pays for fair wear and tear, plumbing and electrical faults not caused by misuse, and anything the lease assigns to the landlord. The tenant pays for damage caused by the tenant or guests, and for replaceable items like light bulbs and pool chemicals where the lease specifies.

It depends on the property. Some landlords welcome pets, some do not, and sectional title complexes often have their own body corporate rules. The pet policy is on the listing, or ask us before you apply. Where pets are allowed, an additional pet deposit is sometimes required.

Subletting and short-term letting are not permitted unless the lease specifically allows it and the landlord agrees in writing. Adding a flatmate is sometimes possible. Speak to us before signing anyone up. They will need to go through our selection process. Quiet enjoyment of the property by the named tenants is what every lease assumes.

We get in touch four to six weeks before your lease ends to ask if you want to renew. If yes, we book a property inspection. If the property is in good condition, we agree the new term and any rent adjustment. If you are vacating, we carry out a joint outgoing inspection and reconcile the deposit, including deductions for any damage. As soon as your notice is confirmed, we begin marketing the property at the updated rental level to minimise any vacancy for the landlord.

Tenants are required to give 20 business days’ written notice in terms of the Consumer Protection Act, whether during the fixed-term lease or on a month-to-month basis thereafter.

If a tenant cancels the lease before the end of the fixed term, a reasonable cancellation penalty may be charged. This penalty is typically equivalent to one or two months’ rental, depending on factors such as the remaining lease period and the landlord’s ability to secure a replacement tenant.

Yes. The Property Bureau already manages an established portfolio of trust-held properties across the Cape Peninsula, including family, testamentary, and investment trusts. The service is built around the fiduciary, reporting, and compliance requirements trustees need to meet, with auditable PayProp accounting and consolidated reporting per trust. Full detail at /trust-portfolio-management/.

Trust properties carry fiduciary obligations. The trustee must act in the beneficiaries’ best interests, not just maintain the property. That means higher reporting standards, co-trustee sign-off on decisions, FICA compliance documentation, and coordination with attorneys or financial advisors. We are familiar with this process and structure our reporting accordingly.

All rental income flows through a PayProp trust account in the usual way. We provide itemised monthly statements that identify each property separately, which simplifies the trustees’ reporting obligations and annual trust accounts. Distributions are made to the trust’s nominated bank account.

Yes. We manage family trusts, testamentary trusts, and investment property portfolios, including portfolios that span more than one trust entity. Each trust is accounted for separately with its own statement run, which we can consolidate into a single report for the instructing attorney or financial advisor.

Yes. Free, no-obligation rental and sales valuations across Cape Town and the Cape Peninsula. A rental valuation gives a realistic monthly figure. A sales valuation uses recent comparable sales in your suburb to set a competitive asking price.

A rental valuation is the monthly rent your property would achieve in the current market. A sales valuation is the price it would sell at within a reasonable marketing period. Different inputs, different comparables, different reports. We can provide either or both.

The site visit takes 30 to 45 minutes for most homes. The written report follows within two working days. If you need a faster turnaround for a sale or trust matter, we can usually accommodate it.

No. Overvaluing a property is the surest way to a slow let or a stale listing. We will give you the figure we believe the market will pay, with comparables to back it up. If another agent quotes a markedly higher number, ask them what their average days-on-market is.

Make sure we have access on the day. A clean, uncluttered property in good light reads more accurately. We will flag anything else specific to your property in advance or make suggestions if requested by owner.

No. A free valuation means a free valuation. You are welcome to use the report for your own planning, get a second opinion, or come back to us months later. The report should stand on its own as useful, regardless of whether you use us afterwards. Of course, we would love you to.

In our core areas we are typically within 3% to 5% of the eventual let or sale figure. Accuracy comes from working the same suburbs for over twenty years and watching what actually sells, not just what gets listed.

Within reason. If it is in the broader Western Cape, we can usually help, sometimes by partnering with a local agent who knows the current market. Outside the province, we will refer you to a registered valuer in that area rather than guess.

For a let property, every two to three years, or before any renewal where the rent increase is likely to be significant. For an investment or trust-held property, an annual valuation makes sense for accounting and estate planning.

While standard sales commissions for licensed property practitioners in Cape Town typically range between 4% and 8% of the purchase price (plus VAT where applicable), The Property Bureau operates with a focus on transparency and a fiduciary-first approach.

We maintain a clear flat-fee policy with no hidden costs. As we are not currently VAT registered, the percentages below represent the total final amount payable.

Existing clients / sole mandate (rental portfolio with us): 3.5%
New instructions or open mandate: 4%

A sole mandate gives one agency the exclusive right to market and sell your property for an agreed period, typically 90 days. In return, you benefit from focused effort, consistent marketing, and a single point of contact. An open mandate allows multiple agencies to list the property simultaneously. While that sounds like more exposure, it often results in less effort per agency and can signal desperation to buyers. We recommend sole mandates for almost all private sales.

In the Southern Suburbs and Atlantic Seaboard, a well-priced property in good condition typically sells within 4 to 10 weeks. Overpriced properties can sit for months and ultimately achieve less than a correctly priced listing from the start. We will give you an honest market time estimate at valuation based on current comparable sales in your specific suburb.

Yes. A professional market valuation is the essential first step before listing. It establishes a competitive asking price based on recent comparable sales, not wishful thinking or a neighbour’s anecdote. Overpriced listings take longer to sell, often achieve less in the end, and attract fewer serious buyers. We offer free, no-obligation valuations across our coverage areas, with no obligation to list with us afterwards.

We manage and let properties across the Southern Suburbs, City Bowl, the Atlantic Seaboard, False Bay, and parts of the northern suburbs. This includes Constantia, Claremont, Wynberg, Kenilworth, Newlands, Rondebosch, Harfield Village, Bergvliet/Meadowridge, Sea Point, Camps Bay, Clifton, Gardens, CBD, Fish Hoek, Kalk Bay, Muizenberg, Glencairn, Simon’s Town, Burgundy Estate, Pinelands, Woodstock, Athlone, and Ottery.