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HOW IT WORKS
MEMBERS
Step-by-step guidance, documents, and next steps all in one place.
Checklists
A simple overview of what to expect and how to prepare before we begin.
This is for the landlord to complete and then I can share with the client. Could be a simple email they fill in the answers and then I put in chatgpt to polish and send them as an email. I could also place information in the RED record.
Rental Property Checklist
Please fill out all relevant fields and indicate n/a where necessary
1. Property name and address.
Your answer:
2. Landlord name / emergency contact information.
Your answer:
3. Who is the internet provider?
Your answer:
4. Is the internet service currently active?
Your answer:
5. What internet package is currently in place?
Your answer:
6. What is the name of the WIFI network, and any passwords required?
Your answer:
7. Are there any historical or mentionable facts about the property?
Your answer:
8. List any preferred cleaning products for the property.
Your answer:
9. What contractors do you use and what are their contact numbers? e.g. handyman, electrician, plumber.
Your answer:
Your answer:
10. If the property uses bottle gas, who is the provider and what is their contact information?
Your answer:
11. List any service providers for appliance maintenance, how often do they require servicing and who should be contacted for repairs.
Your answer:
Your answer:
12. Who is responsible for AC servicing, the tenant or the landlord?
Your answer:
13. How often should the AC's be serviced?
Your answer:
14. Who is the AC service provider and what is their contact information?
Your answer:
15. Has an inventory list been provided and checked at handover?
Your answer:
16. Provide any account numbers for utilities. e.g. BL&P, BWA, internet, gas.
Your answer:
Your answer:
Your answer:
Your answer:
17. Are there any particular types of bulbs required in the property and where can they be sourced?
Your answer:
18. Who is responsible for pest control, the tenant or the landlord?
Your answer:
19. How often is the pest control service provided?
Your answer:
20. How often is the pool and garden maintenance done?
Your answer:
21. On what day is the pool maintenance company scheduled?
Your answer:
22. Who is the pool company and what is their contact information?
Your answer:
23. How often is the housekeeping service and on what day/s?
Your answer:
24. Who is the contact person in regard to housekeeping?
Your answer:
25. Is there any other required information regarding housekeeping?
Your answer:
26. Who services the electric gate and what is their contact information for reporting issues?
Your answer:
27. How many remotes will be provided for the electric gate?
Your answer:
28. How does the emergency exit work on the electric gate? e.g. in a power outage.
Your answer:
Submit
Rental
Sale
Rental Lease Amendment Checklist (In Lease Order)
• Add name(s) at the top.
• Add the lease period dates.
• Remember the ending period should be the last day of the previous month.
• 3.1 – Revise to:
“The amount is payable to the Landlord’s local account.”
• 3.2 – Multiply by three (3) months’ rent (or two (2) months if agreed).
• Under Point 3 – Change numbering from numbers to letters.
• Add in the items the tenant will be responsible to pay.
• Point 5 – Add the required notice period (usually three (3) months for a one-year lease).
• Clause 6 – Change to twelve (12) months’ notice instead of two (2) months (standard template error).
• Delete the Rental Unit Condominium clause (Clause g).
• Adjust the maintenance cap terms if needed.
• Check monthly and annual caps.
• Reference: 10% (monthly) and 25–30% (annual).
• Leandra — keep this note here for easy reference.
• Remove items the landlord is not responsible for (e.g., lawn maintenance under Point 4).
• Insert the break clause (confirm correct placement).
• Clarify who pays area charges and water. Insert cap if required.
• If no housekeeping is provided, delete that line.
• Amend Point 11 references to correctly reflect Clauses 3(j) and 3(m) regarding required notice period.
• Delete the overseas tenant clause unless it is a diplomat-type client.
Photos labelled
Property Description
Features and Amenities added
Correct Location Pin in
Listing Qualifications
Viewing arrangements
Name of Owner
Accommodation as you need to know the no of beds and bath
Floor area if known
Parking spaces
If furnished or unfurnished
Sales commission
Comps
Short Description
Agent insights
Calculators
Helpful information that answers common questions and helps you move through the process with confidence.
Use this as a guide to calcuate what the caps need to be on a lease.
Use this as a guide for letting clients know how much they need to convert in Barbados
Use this to get an idea of CAMs and current rates in the market.
Place the link for Terra's website here
Use BCQS Reports - Should I just make this available on my website?
Land
Sale
Newsletters
An overview of mortgage options, pre-approval, and what lenders will need from you.
So you have bought land and this is the year you are thinking of budiling, take a look at what are the going rates for construction cost this year.
Question for ChatGPT - what else would be nice to put in this Newsletter that will be valuable data to give my clients? Example besides cost per square foot, if they want to build they are other things like which draftsmen I worked with recently, what are enginners saying about materials. I dont want to get too technical thoughm these could be other articles, I just want my newseltter on the main topic selected on construction cost to be meaningful. I also want to give a call to action to reach out to me.
Know someone else looking to buy land now or looking to buy another piece of land? My next article will be on land prices over the last year. Reach out if you would like me to send it to you.
Construction cost residential
West Cost Sales Prices
• Typical Beachfront Condo
• Typical Landside Town House (Battaleys HC)
South Coast Sale Prices
• Typical Beachfront Condo
• Typical Landside Townhouse (Margate)
West Cost Sale Prices
• Beachfront Parcel of Land
• Prime Ridge front Land with Views (carlton etc)
• Land in Golf Development (Apes Hill, RW)
South Coast Sale Prices
• Beachfront Parcel of Land
• Inland Landside - South View
Thinking of renting or buying a property. Request our guides on the process.
Rental
Office Rents Per PSF per Annum
• Grade A
• Grade B
• Grade C
Sale
Construction cost Commercial
• Grade A
• Grade B
• Grade C
• Warehouse
• Retail
Betty currently does this?
Perhaps this article could cover over the last year.
But maybe I can either also add over the last 5 years or say my next article looks a bit depper at the trends over the last 10 years. Send me a messgae if you would like to see this data.
So you have been in your rental for a while and thinking of a move to rent or now you are ready to buy, this article is for you.
Thinking of moving to a new rental? What is the market saying about current rental rates?
Perhaps show 3 properties in different categories (west, south and inland) and my top 3 picks currently on the market for rent
Ready to buy land
Here is what the going rate is for land and my top pics again west, south, inland
ready to buy a house?
tell me your specification, I have a questionnarie you can complete and I will send you options based on what you are looking for.
What is new
What is near completion
what is in progress.
Interest? Contact me for more information
Scripts
How property viewings work and what to expect when you’re ready to make an offer.
Rental
Sale
Rental Lease Amendment Checklist (In Lease Order)
• Add name(s) at the top.
• Add the lease period dates.
• Remember the ending period should be the last day of the previous month.
• 3.1 – Revise to:
“The amount is payable to the Landlord’s local account.”
• 3.2 – Multiply by three (3) months’ rent (or two (2) months if agreed).
• Under Point 3 – Change numbering from numbers to letters.
• Add in the items the tenant will be responsible to pay.
• Point 5 – Add the required notice period (usually three (3) months for a one-year lease).
• Clause 6 – Change to twelve (12) months’ notice instead of two (2) months (standard template error).
• Delete the Rental Unit Condominium clause (Clause g).
• Adjust the maintenance cap terms if needed.
• Check monthly and annual caps.
• Reference: 10% (monthly) and 25–30% (annual).
• Leandra — keep this note here for easy reference.
• Remove items the landlord is not responsible for (e.g., lawn maintenance under Point 4).
• Insert the break clause (confirm correct placement).
• Clarify who pays area charges and water. Insert cap if required.
• If no housekeeping is provided, delete that line.
• Amend Point 11 references to correctly reflect Clauses 3(j) and 3(m) regarding required notice period.
• Delete the overseas tenant clause unless it is a diplomat-type client.
Slightly different as you need less.
Templates
What your real estate attorney handles and how the legal side of the transaction unfolds.
Hi XXXX,
We at Terra Caribbean take this opportunity to thank you for choosing us as your realtor for the rental, XXXX.
As you get settled, we would like to assist in making the transition as smooth as possible and therefore take this time to share some relevant information with you.
First let me formally introduce you to your points of contact xxxxx who will be in touch regarding the handover of keys on your move in date and will be your point of contact going forward for all property-related matters under this one month agreement. Their contact details are:
Telephone No: xxxx
Email address: xxxxxx
While we are happy to assist you with your rental needs, please note that our services do not include lease administration, tenant/property management or inventory checking.
The inventory, which forms part of your lease agreement should be reviewed with you upon check-in or at a suitable time agreed between you and the landlord. As this is confirmation of the condition of your rental. We would recommend that you take pictures or a video that you can refer to at the end of your tenancy.
It has been a pleasure working with you and we hope you enjoy your new home. Should you require further real estate services in the future we will be more than happy to assist in whatever way we can.
•
• The inventory, which forms part of your lease, should be reviewed at check in or at a mutually agreed time. I strongly recommend taking photos or a short video for your records.
• I will also share a renter reference package with practical information that may be helpful as you settle into your new home.
We are pleased to confirm the agreed sale of xxxxx to xxxxxx. Please find attached the offer and acceptance form and the attorney instructions for this sale.
The purchaser is a cash buyer for xxxxxxxx.
xxxxxx of xxxxxxxxx will be working on the purchaser's behalf and is cc'd herein.
Please don’t hesitate to let me know if you need any further information.
Good afternoon xxx,
How are you?
The buyers who submitted the offer have raised their offer to xxxx.
I would like to share some comparable sales with you so that you can see what is happening in the market:
Name of Property
Status of Property: This property is Under Offer.
LINK/Flyer:
List Price:
Time on market:
Achieved Price: xxx.
Key Features: examples In meticulous condition, has an apartment, on the ocean, central location, similar to yours how? different to yours how?
It would be remiss of me as one of your agents not to share what is happening in the market.
Please let me know if you would like to discuss further.
I look forward to your feedback.
Thank you for allowing me to advise on the selling price for your land in XXX.
To determine a suitable listing price, our team of 20 agents conducted a detailed analysis of recent sales in the area. This data-driven approach ensures that our recommendations are based on market facts rather than our subjective opinions.
I've attached some of the comparable sales we discussed during our recent meeting.
Based on our analysis, we propose listing your property at XXX. On average, recent sales have been agreed at approximately 3.3-5% below the asking price, which would be between xxx and xxx in this case.
Current trends suggest that fair and reasonable offers from serious buyers may start around 8% below the asking price, allowing room for negotiation. You can also review our latest market report here: https://terrared.com/terra-caribbean-market-report-sales-q1-q2-june-2024-barbados/ (https://terrared.com/terra-caribbean-market-report-sales-q1-q2-june-2024-barbados/)and here https://terrared.com/terra-caribbean-barbados-land-price-index-2024/(https://terrared.com/terra-caribbean-barbados-land-price-index-2024/)
For transparency, you can access a breakdown of selling costs using our net calculator linked here: https://www.terracaribbean.com/Barbados/Tools/Tools/#Net-Calculator(https://www.terracaribbean.com/Barbados/Tools/Tools/#Net-Calculator)
I also wanted to share with you some option on the market in this price range, as well as recent sales- please see attached.
Currently on the market:
This is now under offer. Links to other stuff on the market try to include at least other agents stuff as well?
If you want to move forward listing, please let me know and I can send you our listing agreement.
I may not use this as I have my own process but noting this for now.
Regarding the sale of Property Sample Name located at Address1, Parish.
On behalf of your agent xxxx and the entire team at Terra Caribbean, I would like to convey our sincere gratitude for the opportunity to assist with the marketing and sale of your property. We appreciate the fact that you put your trust in our firm and it was certainly our pleasure to be of service.
While we always strive to deliver the highest level of service, we also appreciate feedback from our valued clients in order that we can continue to improve and refine our service. I would be grateful for any comments or suggestions you may have in that regard, and always available by email or telephone to discuss our service with you.
If there are any other real estate matters we can assist with, please feel free to contact Karyn and she will be happy to assist. Of course we always appreciate referrals, so if you know of anyone else who is thinking of buying or selling a property, we’d be delighted to assist them in any way we can.
Once again it has been our pleasure to be of service to you and we hope to stay in touch.
Sincerely
Terra template for now should I ever need to copy and paste in a pinch.
Should I put the lease additions in notes or include them in the main lease
Is it better to have a word version if I need to add address or leave address blank? Put it below.
Here are all the KYCs so I can send on the go if I need to.
The Canva link from mine
The word version
A pdf version without a client name on front
Date:
Tenant Name
Tenant Address
Dear Tenant
Re: Property Name
I am pleased to confirm that the Landlord has accepted your proposal to extend the tenancy agreement for the above captioned property for Extension Period for a total of Rental Rate to be paid directly to the landlord.
This letter confirms the extension on the same terms and conditions as the existing tenancy renewal agreement.
Please sign and return the attached copy of this letter as your official agreement of this extension.
Yours truly,
…………………………………………. …………………………………
Landlord Name: Tenant Name:
When an external ask me for KYC - the document I will share.
for when I need to easily take the signature from the bottom. or need it otherwise.
Samples & Documents
The key milestones between having an accepted offer and the day you receive your keys.
Rental Sample
Sale Sample
This is a link to my canva to edit
A pdf document that can share
Perhaps the words just here below
this is the document we will send, but here will be the canva page from my canva as well as the the words written out, peferably copy and paste friendly in an email? a summarized version? hmm.. think this through.
to know if you are buying land in a water zone. available for Town and Country Planning
this should be a pfd document and no names included
FAQs
Helpful guidance for what comes next after closing, from moving in to settling into your new home.
The amount of land. which could be developed is determined by the plot coverage. The s^pula^ons
are:
Residen^al development - the aggregate ground floor area of the building should not exceed 40% of
the net land area.
Commercial - the aggregate ground floor area of building should not exceed 50% of the net land area.
Industrial - the aggregate ground floor area of the building should not exceed 75% of the net land
area.
Generally, a maximum height of two (2) storeys is allowed for residences and the height of nonresiden
^al buildings must be in keeping with the surroundings. However, these standards may be
varied depending on the loca^on, the topography of the land, and the ability of the building to
conform to other planning standards.
Also if your land has a convenant please also be guided by this.
Please be guided by Town and Planning Regulations, this information is point in time and whilst I do my best to ensure it is accurate, things may change so please use this for guidance purposes only.
Depending on the size of your building a water storage tank for secondary purposes will be required.
The specific standards are:
Residen^al buildings measuring 139.04sq.m. (1500sq. Z) 278.7sq.m. (2,999sq.Z.) require a tank with a
capacity of 3000 gallons.
Residen^al buildings measuring 278.8 sq.m. (3,000 sq.Z) or more require a tank with a capacity of
6000 gallons.
Non-residen^al buildings having a gross floor area of 92.90 sq.m. (1000 sq. Z.) or more are required to
have a water storage tank calculated at a minimum rate of four (4) gallons (Imperial) per square foot of
roof area.
No. Such works are regarded as permitted development, and do not require planning permission.
However, these MUST be built at a maximum height of 1.2m (4') along road frontages (adhering to
the relevant road reserve) and 2.1 m (7') sides and the back, but adequate space from adjoining
Page 3 of 3
proper^es should be reserved for maintenance.
If the planning standards are adhered to, and the new proposal does not alter the nature of the
approved development, a new applica^on would not be generally required. However revised plans
must be submibed for approval within five (5) years of the date of permission. Any such revised plan/s
should be accompanied by a covering leber outlinig the changes to be considered and the appropriate
fee for the cer^fica^on of the drawings, in accordance with the Fee Regula^ons, must be paid.
No structure should be sited closer than 30.5m (100Z) from the High Water Mark or in the case of a
cliff frontage, 9.14 m (30Z) from the most landward undercut of the cliff.
In add^on, no gate, fence, wall or other means of enclosure shall be erected closer than thirty feet
9.14m (30Z.) from the High Water Mark or 3.0m (10Z.) from the most landward undercut of the cliff.
In cases where development invloves beach land a current certified surveyor's plot, not more than two
(2) years, must be submitted with the application.
You can, but not yet, here is what you will need to do. (This information is also good for the Seller's guide)
If title deeds are lost then it will be necessary for his Attorney to make an Application to the Registrar of Titles to restore the lost title deeds. Certified copies of documents will not suffice.
- Restoration process can take from 3 to 9 months.
Yes. However the Bank has to approve ?
Your attorney will cover but the Vendor, is responsible for paying the Bank’s Attorney for obtaining the Release in addition to paying costs for any photocopies of deeds. Cost will be dependant on the property
but based on what percentange if any? Should we put this as a line item in our break down of fees? just to give an idea of additional cost.
if house:
• Barbados Water Authority payments must be brought up to date as outstanding arrears is a charge against the land;
- Land taxes must be brought up to date as outstanding arrears is a first charge against the land;
- Municipal Solid Waste Tax must be paid if it was not paid in 2014 when it was levied – although this tax was abolished there is a penalty for unpaid taxes. Any unpaid taxes will follow the Purchaser;
- Natural Gas must be paid up to date
- The Vendor’s Attorney will need to have the originals of all of these receipts evidencing payment with not arrears to hand over on completion of the sale/purchase.
1. If the property is a Condominium – all common expenses and levies must be brought up to date and the Vendor’s Attorney must obtain a Certificate from the Proprietors’ Unit Plan evidencing this.
2. If the Vendor is a Company then VAT, Corporation Taxes and NIS must be paid up to date with no arrears as the Vendor’s Attorney is required, on completion, to provide certificates from these organizations.
- If yes, all copies of application, permissions and certificate of compliance
- If no, then he will be required to swear an Affidavit that his Attorney will prepare for him to sign before a Justice of the Peace of his choice.
Managing a Team
Quick access for past clients who already know the process and are ready to get started again.
This is where we review your goals together
This is a template to track your sales and rentals
This is the overall process we follow.
This is what you follow to be a good agent
These are your internal Objections and responses
Question:
Why should I choose you as my agent?
Answer:
I am paid to understand how the buyer for this home thinks, their fears, procrastinations, concerns, wants & needs, all that factors that go into their decision process & how to turn all of this into a maximum advantage for you.
o Your job as their Agent, is to protect their equity & to know where to find the perfect buyer for them.
Annual Updates
Helpful guidance for what comes next after closing, from moving in to settling into your new home.
This is great to update every year and have as a newsletter I send out to clients on the area of interest
Construction cost residential
Construction cost Commercial
• Grade A
• Grade B
• Grade C
• Warehouse
• Retail
West Cost Sales Prices
• Typical Beachfront Condo
• Typical Landside Town House (Battaleys HC)
South Coast Sale Prices
• Typical Beachfront Condo
• Typical Landside Townhouse (Margate)
West Cost Sale Prices
• Beachfront Parcel of Land
• Prime Ridge front Land with Views (carlton etc)
• Land in Golf Development (Apes Hill, RW)
South Coast Sale Prices
• Beachfront Parcel of Land
• Inland Landside - South View
Office Rents Per PSF per Annum
• Grade A
• Grade B
• Grade C
What are the things you want to provide as a template suppliers list
Dentons gives a really good break down
have an attachment
put the words here
actually read it!
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