Renting property on the Gold Coast is a common lifestyle and investment choice. With its dynamic rental market, shared accommodations and frequent moves are part of everyday life for both tenants and landlords. But what happens when one tenant wants to leave and another moves in? While it might be tempting to handle this informally, the legal and correct way to do it is by using a change of tenant form. Whether you’re a landlord, a property manager, or part of a shared tenancy, understanding how to use this form ensures your rental contract is compliant with Queensland regulations and protects everyone involved. Before the departing tenant moves out, arranging professional bond cleaning can help ensure the property meets inspection standards and avoids disputes over deposit returns. This guide walks you through the legal steps to modify a tenancy agreement in the Gold Coast using a change of tenant form.

What Is a Change of Tenant Form?

A change of tenant form is a formal document used to update the occupants listed on a residential tenancy agreement. Instead of creating a new lease or prematurely ending the current one, this form allows you to simply modify who is part of the agreement.

This is particularly useful in the following situations:

• A tenant in a share house decides to move out
• A new partner or friend is joining the lease
• The original leaseholders want to transfer their share of responsibility

In Queensland, this form is often submitted alongside changes to bond contributors and must be approved by all existing parties: the landlord, the outgoing tenant(s), the continuing tenant(s), and the incoming tenant(s).

Why It’s Important to Use the Correct Form in Gold Coast

In the bustling rental landscape of the Gold Coast—from Surfers Paradise to Robina—changing tenants is common. However, handling tenancy changes informally can lead to confusion, disputes, and legal issues down the line. The change of tenant form ensures:

• Legal transparency for all parties
• Correct handling of bond transfers
• Proper allocation of rights and responsibilities
• Insurance and liability compliance for the landlord

Failure to update a tenancy agreement legally can result in outdated bond records, disputes over damages, and even invalid insurance claims.

Step-by-Step Guide to Legally Modify a Tenancy Agreement in Gold Coast

Step 1: Review the Existing Lease Agreement

Begin by reading your current tenancy agreement. Check whether it allows for tenant substitutions and what notice or procedures are required. Most agreements in Queensland provide clear steps for handling tenancy changes. If you’re using a fixed-term lease, know that any modification will still require the landlord’s written consent. In periodic agreements, changes are often easier but still require formal documentation.

Step 2: Inform the Landlord or Property Manager

The next step is to communicate with your landlord or managing agent. Let them know who is moving out and who is replacing them. This step ensures that:

• The incoming tenant can be vetted (credit checks, references, etc.)
• Everyone understands the proposed timeline
• The landlord has legal oversight of changes

This communication should always be in writing—emails or letters are preferable for record-keeping purposes.

Step 3: Obtain the Change of Tenant Form

In Queensland, if the rental agreement remains the same but there’s a change in who has contributed to the bond, a Change of Bond Contributors form is used through the Residential Tenancies Authority (RTA). If the tenancy agreement itself is being modified, some property managers may require a separate change of tenant form provided by their agency. These forms help ensure that all updates are properly documented and legally recognised. It’s essential that all involved parties sign the relevant forms before submission.

Step 4: Complete the Form with All Parties

When completing the form, make sure the following details are accurate:

• Full legal names of outgoing, continuing, and incoming tenants
• Lease start and end dates
• Property address
• Date the change takes effect
• Signatures of all parties, including the landlord

For bond adjustments, list the updated bond contributions for each tenant. This ensures proper refunding and recording.

Step 5: Submit the Forms to the Right Authority

Once the form is filled and signed, submit it to the RTA. If you’re using their Change of Bond Contributors form, it can be submitted online through the RTA’s Web Services platform. Your property manager may also request a copy for their records. It’s best to keep copies of everything for your personal documentation. If there are disputes or confusion about responsibilities, this form becomes the legal reference point.

Step 6: Consider Issuing a New Lease Agreement

While a change of tenant form updates the tenancy record, some landlords or agencies may prefer creating a new tenancy agreement. This isn’t legally required, but it offers a clean slate and avoids confusion.

A new lease might also be necessary if:

• Rent amounts are being revised
• The lease term is restarting
• The number of tenants is significantly changing

Be sure to clarify this with your property manager to avoid double handling or delays.

Special Considerations for Gold Coast Rentals

The Gold Coast has a unique rental environment, especially in tourist-heavy areas or student housing zones. Consider the following:

• Holiday Periods: Tenant changes are more common around semester breaks or holiday seasons. Plan ahead to avoid delays.

• Strata Titles: If your property is within a strata complex, additional approvals or paperwork may be required.

• High Demand Areas: Suburbs like Broadbeach or Southport see higher turnover. Use legal forms to avoid issues with transient tenants.

Common Pitfalls to Avoid

• Skipping the landlord’s consent: Even with all tenant signatures, the landlord must approve.

• Incorrect bond updates: If bond changes aren’t lodged, you may have trouble retrieving your share later.

• Failing to document the move-out condition: Conduct a condition report when the outgoing tenant leaves to avoid disputes.

• Overlooking professional bond cleaning: Skipping bond cleaning can lead to deductions from the outgoing tenant’s deposit, especially if the property isn’t returned in the required condition.

Final Thoughts

Modifying a tenancy agreement on the Gold Coast requires more than just verbal agreements—using a legally recognised change of tenant form ensures all parties are protected. This process provides clarity around responsibilities, bond contributions, and legal obligations for both tenants and landlords. Failing to follow the correct procedures can result in disputes, delayed bond refunds, or invalidated insurance claims. By following each step carefully—from reviewing the lease to submitting the appropriate forms—you create a smooth and legally compliant transition. Including a professional bond cleaning services like Ozclean during the tenant handover helps ensure the property is presented in top condition, reducing complaints and setting a positive tone for the next occupant. Always prioritise clear communication and proper documentation when changes occur. With the right approach, tenant transitions can be simple, fair, and stress-free for everyone involved.