Property Management Policy

The Company operates under the Estate Agents Act (Cap. 533) and its agents are registered — or supervised by a registered agent — with the Estate Agents Registration Board (EARB). We maintain professional indemnity cover and comply with the ethics and conduct requirements of the profession.

All tenant funds (rent, deposits, service charge) are held in a segregated client account, distinct from the Company's operating account. Owner payouts are made on a fixed monthly cycle, accompanied by a reconciled statement. This structure meets the client-money handling expectations of the Estate Agents Act.

• Verification of national ID / passport, and KRA PIN where required.
• Employment or business income confirmation.
• Prior-landlord and personal references.
• Credit-bureau checks for high-value or commercial units, where lawful.
• Screening is conducted in accordance with the Data Protection Act, 2019 and the tenant's written consent.

All tenancies are documented in writing on terms compliant with the Landlord and Tenant Act. Agreements set out rent, deposit, duration, notice periods, permitted use, maintenance responsibilities and dispute resolution. Where a tenancy falls under the controlled tenancies regime, no variation is made outside the framework of the Business Premises Rent Tribunal.

Rent is due on the 1st of each month. Reminders are issued on day 5, formal demands on day 10, and — if unpaid — the statutory processes under the Landlord and Tenant Act are commenced. Any distress for rent or termination action is taken strictly in accordance with the law and only with the owner's written authority.

Security deposits are held separately and refunded in accordance with the tenancy agreement, subject to lawful deductions for arrears or damage assessed against the move-in inspection report. Disputed deductions are handled transparently and, if unresolved, referred to the appropriate tribunal.

We conduct move-in, move-out and routine inspections (at least quarterly), documented with dated photographs. Inspection reports are shared with the owner within 48 hours and, where relevant, with the tenant.

Routine and reactive maintenance is coordinated through vetted contractors. Any expenditure above an owner-approved threshold requires written approval before works commence, save for genuine emergencies affecting health, safety or the fabric of the building.

Owners receive monthly statements showing rent received, expenses, occupancy status and maintenance activity, together with supporting documentation on request. Annual summaries are provided for tax purposes in line with the Income Tax Act and the Tax Procedures Act.

The Company complies with the Proceeds of Crime and Anti-Money Laundering Act, 2009. Customer due diligence is undertaken on landlords and tenants where required, and suspicious transactions are reported to the Financial Reporting Centre (FRC) in accordance with the law.

Complaints should first be raised with us in writing. We will acknowledge within 3 business days and respond substantively within 14 business days. Unresolved matters may be referred to the EARB or, where applicable, the Business Premises Rent Tribunal or the courts.

Either party may terminate the management appointment by written notice as set out in the management agreement. On termination we hand over all records, keys, deposits and outstanding balances to the owner or their nominee within a reasonable period.