Free guide · works with ChatGPT, Claude or Gemini

Landlord Property Care Kit: a free AI prompt to start

Turn a blank page into a complete, property‑specific 12‑month maintenance and tenancy care system with named, reusable artefacts for compliance, inspections, scheduling, and contractor control. You finish with a ready‑to‑run plan, tools, and review loop you can keep current without hiring a manager.

Step 1, free.

Copy this, paste it into your AI, and swap the [BRACKETS] for your own details.

Setup: Build the job profile

Provide: [LANDLORD NAME], [CONTACT DETAILS], [NUMBER OF RENTALS (1–5)], [GOALS FOR 12 MONTHS], [RISK TOLERANCE (LOW/MED/HIGH)], [MAINTENANCE PHILOSOPHY (PREVENTIVE/REACTIVE/MIX)], [SERVICE LEVEL (RESPONSE TIME TARGETS)], [AFTER-HOURS RULES], [TENANCY PRIORITIES (E.G., STABILITY/RENT GROWTH)], [PROPERTY LIST (ADDRESS | UNIT | TYPE | BED/BATH | OCCUPIED? | CITY/REGION)], [PREFERRED COMMUNICATION CHANNELS], [WORKING HOURS], [DECISION THRESHOLDS (E.G., APPROVE UP TO $X WITHOUT QUOTE)], [FILE STORAGE LOCATION], [NOTES].
Act as a property operations designer and build a practical landlord brief that sets unambiguous rules for maintenance and tenancy care across 1–5 NZ rentals.
Work through it like this:
1) Clarify what “good” looks like for you this year (outcomes, tenant experience, downtime tolerance, and evidence standards).
2) Translate your risk tolerance into response targets and escalation rules (urgent vs routine, after-hours boundaries, and who decides what).
3) Capture your rental portfolio in a normalised list (one row per property/flat).
4) Define decision thresholds for quotes/approvals and exceptions (e.g., safety, habitability, water leaks always immediate).
5) Set communication rules with tenants and contractors (channels, hours, tone, and documentation expectations).
Give me the output as:
- Section A: Landlord Brief (table) with columns: Item | Your Setting | Notes.
- Section B: Property List (table) with columns: Address | Unit | Type | Bed | Bath | Occupied? | City/Region | Priority (High/Med/Low) | Special Risks | File Location.
Quality bar: Specific, conflict-free rules any contractor or helper could follow without calling you for basics.
If anything is missing or uncertain, mark MISSING and list the question(s) needed to finalise it.

How to get a good answer.

01Fill every [BRACKET] with real detail. Vague in, vague out.
02Read the answer, then reply with what's wrong or missing. The AI fixes it in seconds.
03Check facts, prices and anything legal or safety-related yourself before you use it.

The rest of the workflow.

Step 1 gets you started. The full Landlord Property Care Kit takes you all the way, 14 steps in order:

01Setup: Build the job profile (free above)
02Setup: Create Property Profile Sheets
03Setup: Compile Asset & Fixtures Inventory
04Setup: Establish Compliance Baseline Checklist
05Build: Plan the 12‑Month Seasonal Maintenance Calendar
06Build: Assemble Contractor Shortlist & Rate Card
07Build: Set Maintenance Budget & Cashflow
08Build: Prepare Work Order & Approval Templates
09Execute: Produce Inspection Standards & Photo Guide
10Execute: Draft Notice & Message Library (NZ)
11Execute: Set Bond & Tenancy Timeline Tracker
12Deliver: Generate Master Schedule & Reminder Rules
13Maintain: Launch Evidence Log & File Index
14Maintain: Run Quarterly Review & Update Plan

Get the full kit · NZ$14.50

Pay once, keep it. Delivered instantly with a copy button on every prompt.

Questions

Does this work with the free version of ChatGPT?

Yes. The prompt works in the free versions of ChatGPT, Claude and Gemini, on a phone or a computer.

What do I put in the [BRACKETS]?

Your real details: notes, numbers, names, whatever the bracket asks for. The more specific you are, the better the answer.

Is the AI's answer always right?

No. Treat it as a strong first draft: check facts, figures and anything legal or safety-related before you use it.

What's in the full Landlord Property Care Kit?

14 steps run in order, a system prompt that sets the AI up for the job, worked examples, fix-it prompts and a quality checklist. It's NZ$14.50 once, no subscription.

Know someone who'd use this?

Send them the free prompt:

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