Queensland’s tenancy laws have just changed. Again. This time, the spotlight is squarely on property managers. Unlike the last round of reforms, which largely focused on rent increases and rent bidding, these new amendments to the Residential Tenancies and Rooming Accommodation Act 2008 (Qld) are all about the processes of how tenancies are managed.

Since 1 May 2025, managing real estate agents and landlords need to rethink application processes, privacy protocols, entry procedures and how they deal with tenant requests for modifications. The penalties for non-compliance are substantial [$3,226 per breach!], so if you’re managing a rent roll or considering buying one, now’s the time to tighten up your processes.

Here’s what you need to know about the new rental law changes:

 

1. rental application process – there’s a new form in town

All applications made on or after 1 May 2025 must be submitted using the Rental Application [Form 22] or Rental Application – Rooming Accommodation [Form R22]. These are mandatory forms issued by the RTA and must be used across the board. If your office is still using custom forms or third-party platforms with extra questions, it’s time to change.

In addition, tenants now have the right to submit their application in at least two ways – and one must be a fee-free, non-restrictive method. That means you can’t force applicants to apply through portals with fees or require them to use platforms that send their data to third parties. Accepting applications directly [in-person, email, or via your own agency’s site] is now non-negotiable.

Taking steps now to make sure your application process is compliant, will ultimately make your rent roll more attractive to buyers during due diligence. Learn more about pre-sale due diligence here.

 

2. tighter rules on what you can ask applicants

The new laws now explicitly outline what you can and can’t ask for during the application process. The aim? To protect privacy and stamp out overreach.

 

Here’s what you can collect:

  • Name, date of birth and contact details
  • Rental history [excluding bond dispute details]
  • Current employment and income information
  • Referee contact details, and
  • Tenancy details [term, tenants/occupants, pets, etc.]

 

Here’s what you must not ask:

  • Any info about prior legal disputes with landlords,
  • Whether they’ve ever issued or received a Notice to Remedy Breach,
  • Any previous bond claim history, and/or
  • Full bank or credit statements showing transactions.

 

Fines of up to $3,226 per breach apply if you obtain any of this information.

 

3. how you handle identity documents matters

Applicants can now choose to show you their ID [in person or virtually] instead of handing over a copy. You must allow this option and cannot insist on keeping a copy unless the applicant agrees.

If you’re storing documents, you should ensure they’re kept securely and only for as long as allowed. Which brings us to…

 

4. privacy: new limits on data retention

  • Unsuccessful applicants? Their information must be securely destroyed within 3 months.
  • Successful tenants? Their data must be deleted within 7 years of the tenancy ending.

This isn’t optional. If your business doesn’t have data retention policies in place, and you are holding onto tenants’ information just ‘because’, now’s the time to revisit.

Holding data longer than allowed increases your exposure to data breaches and the longer you retain it, the more vulnerable it becomes. A breach involving outdated or irrelevant personal information can lead to serious reputational and not to mention a breach of the Privacy Act.

 

5. disclosure of financial benefits from rent payment platforms

Do you get a rebate or commission from a rent payment provider? If so, that’s fine, but you must disclose it. Since 1 May 2025, you must notify tenants in writing if you receive any financial benefit from how they pay rent.

And remember, you still have to offer at least one fee-free rent payment option, a rule introduced in late 2024.

Non-disclosure of benefits? Another $3,226. So it’s simply not worth the risk.

 

6. longer notice for entry – and a limit on how often

The standard notice for property entry [in most cases] increases to 48 hours [up from 24]. This includes entries for repairs, inspections and viewings. For emergency repairs, the 48 hours notice period does not apply.

Also, once either party has given a Notice to Leave, entries are limited to no more than 2 per week, unless the tenant agrees otherwise. It’s a move to reduce end-of-lease intrusion, so plan your inspections wisely.

 

7. new process for tenants wanting to modify a property

Tenants wanting to install fixtures or make structural changes must now use the new Form 23 – Request for Approval to Attach Fixtures or Make Structural Changes. You have 28 days to respond in writing, or risk being taken to the Tribunal.

Refusals must be reasonable. If you’re managing units, body corporate approval may also be needed, but that’s not an excuse to ignore the request or a reason to delay in responding to tenants applications.

 

final thoughts: rent rolls and risk

If you’ve read our rent roll ebook, you’ll know how much value sits in your systems and processes. These new laws impact exactly those areas – the application process, document handling, tenant comms, and compliance frameworks.

 

buying or selling a rent roll in 2025?

Make sure these new rules are built into your DD checklists.

Still have questions about how this affects your rent roll? Or want help taking your next steps in buy buying or selling? Get in touch with our legal experts on 1300 BDEPOT or email legal@businessdepot.com.au.

Co-authoured by Daniel Purcell + Melanie Cowan

 

want more from us?

Sign up to our mailing list below!