How Property Managers Can Deliver Recurring Customer Documents

Property relationships create long document histories

Property management can generate important documents over many years.

Depending on the relationship, these may include:

• rent statements
• service-charge statements
• annual accounts
• notices
• maintenance reports
• inspection documents
• certificates
• payment records
• correspondence
• tenancy or lease documents
• other recurring property records

The volume may not be as regular as a monthly payslip or utility bill in every case, but the history can be just as important.

Customers often need older property documents

A tenant, leaseholder, landlord or property owner may need an older document for:

• checking historic charges
• resolving a dispute
• preparing accounts
• selling a property
• dealing with a managing agent
• reviewing maintenance history
• proving payment
• checking what was previously notified
• keeping long-term property records

The document often matters because of when it was issued.

That makes good filing and retrieval particularly important.

Why email is not a good property archive

Email is commonly used because it is familiar and easy.

But years of property documents can become spread across hundreds of messages.

The customer may receive documents from:

• a property manager
• a landlord
• a managing agent
• contractors
• accountants
• different members of the same management team

Important records can easily become mixed with routine messages.

When a historic statement or notice is needed, the customer may have to search through years of correspondence.

Portals can help while the relationship is active

Some property businesses provide customer portals.

These can be useful for:

• current balances
• maintenance requests
• account information
• notices
• documents

But property relationships also change.

A managing agent can change.

A tenant can move out.

A leaseholder can sell.

A landlord can appoint a different manager.

Important documents may still matter after the active portal relationship ends.

A better recurring property-document process

A strong process should:

• deliver documents consistently
• make the property or account clear
• identify documents by date and type
• provide secure access
• create a useful history over time
• make older records easy to retrieve
• avoid dependence on old email threads

The aim is to create a document history that remains useful throughout the property relationship and afterwards.

Where Documentd fits

Documentd helps property businesses deliver important documents into the recipient’s own document home.

Statements, notices, reports and other records can accumulate in a clear history instead of being scattered across email.

The property manager gets a repeatable way to deliver important documents.

The customer gets a more reliable place to keep property records they may need years later.

And if the management or tenancy relationship changes, the customer’s document history does not have to depend on continued access to the old portal.