PAGE USE.
• Summary of office standards.

PAGE CONTENT.
• REASON FOR STANDARDS.
• SUMMARY OF STANDARDS.

1. Through experience it is observed that certain standards are important.
2. These pages outline important standards for various topics.

1. Making payments august.ink/pay.
2. Signing documents august.ink/sign.
3. Hiring contractors august.ink/hire.
4. Billing owner for work or reimbursement august.ink/bill.
5. Communication between all individuals august.ink/communication.
6. Taking photos august.ink/photo.
7. Sharing large quantities of digital files august.ink/upload.

OUR WORLD MAY BE A SIMULATION, LET’S MAKE IT A NICE ONE.

TOPIC |INDEX
|PROPERTY |TERMS |APPLY |FORM |STANDARD |TENANT
|GUIDE |BUILDING |UTILITY |MANAGER |FILE |RECORD

SUBTOPIC |SUMMARY
|COMMUNICATE |DOCUMENTS |PAY |SIGN
|PHOTO |HIRE |BILL

THIS PAGE FOR.
• To provide info on how to communicate information.

SCROLL DOWN FOR.
• WHEN, WHO + HOW.
• EMAIL.
• WHATSAPP.
• PHONE.

TENANT NEEDS HELP.

EMERGENCY.
1. Contact local emergency service provider.
2. WhatsApp text message owner.
3. WhatsApp voice call owner.
4. Phone text + call local helper.
5. Email owner.

URGENT ISSUE.
1. Contact a professional service provider.
2. WhatsApp text message owner.
3. WhatsApp voice call owner.
4. Phone text + call local helper.
5. Email owner.

NON EMERGENCY + NON URGENT ISSUE.
1. Email owner.

IMPORTANT.
1. Owner is always first contact unless of emergency or urgent issue.
2. Email is always the contact method unless of emergency or urgent issue.
3. Owner will determine if needed to involve local helper or service provider.

OWNER OR HELPER NEEDS TO ACCESS PROPERTY (INSIDE UNIT).

EMERGENCY (FIRE OR FLOODING).
1. WhatsApp text message tenant.
2. WhatsApp voice call tenant.
3. Knock and enter unit as last resort.

URGENT.
1. WhatsApp text message tenant.
2. WhatsApp voice call tenant.
3. Email tenant 24 hours notice.
4. Wait for response and as last resort knock and enter unit as notified.

NON EMERGENCY + NON URGENT ISSUE.
1. Email tenant 24 hours notice.
2. Follow up with voice call to discuss.
3. Wait for response and as last resort knock and enter unit as notified.

USE OF EMAIL.

OWNER EMAIL ADDRESS.
1. august.heinrici@gmail.com.

WHEN EMAIL IS REQUIRED.
1. Tenant starting point for all communication with owner.
2. Tenant or owner notice to end lease or change lease.
3. Owner or helper notices to tenants to visit property or enter property.

WHY EMAIL IS REQUIRED.
1. It is in writing.
2. The information can be easily saved and searched later.
3. Multiple parties can easily be copied on the same information.
4. Information can be easily forwarded to other parties.
5. Less intrusive into peoples time and allows them to reply at convenience.

EMAIL STANDARDS.

COPYING.
1. Owner must be copied on all emails between tenant and local helper.
2. Both the tenant and the helper are responsible for this.

CHAINS.
1. Typically write separate emails for separate or unrelated issues.
2. Each issue can be addressed separately.
3. Information or history on each issue is easier to search in the future.
4. On some occasions one email may make sense to track multiple issues.

SUBJECT LINES.
1. Start with the word ‘EMERGENCY’, ‘URGENT’ or ‘Not Urgent’.
2. Provide property address number. Street name not needed.
3. Followed by tenant name.
4. Followed by most concise descriptive words.
5. Example: ‘4967 Not Urgent Proposal for Toilet Repair’.

BODY DESCRIPTION
1. Describe issue completely.
2. Provide details so issue can be fully understood in order to help resolve it.
3. Provide email + phone of anyone involved so they may contact if needed.

RECEIPTS + PHOTOS.
1. Receipts proving proof of payments made, diagnostic or repair proposal.
2. Photos to illustrate the issue following standards at august.ink/photos.
3. Videos are less useful and should only be provide in addition to photos.

ATTACHMENTS.
1. File type must be JPG or PDF.
2. Size of JPG files adjust to fit email without making email awkward to view.
3. Resolution high enough that the image is legible.
4. Focus correct so it’s legible and not difficult to look at.
5. Orientation adjusted so it is right side up and easy to look at.

DATES REQUIRED.
1. Dates photos are taken.
2. Dates visits are made or work is performed.
3. Dates expenses are incurred, charges made or receipts received.

DATE FORMAT.
1. Year first (four digits)
2. Month second (three letter abbreviation).
3. Day third (number followed by a suffix).
4. Weekday last (three letter abbreviation).
5. Example: ‘2021-Jan-1st-Mon’.

WHEN WHATSAPP IS PEMITTED.
1. Last minute coordination of meetings.

WHEN WHATSAPP IS NOT PERMITTED.
1. To initiate help or repair requests.
Regarding the local property management helper and WhatsApp texts:
- Before move in day the owner will create a WhatsApp group with the tenant and local property management helper. The tenant and local property management helper should use this group for all WhatsApp text communication and should not text outside this group.

VOICE CALL.
Can be useful for:
- In a emergency the tenant should send a WhatsApp text first and then follow up with a WhatsApp call.
- Talking out issues in a more friendly easy way.
Communication that may not be done by WhatsApp call:
- Help or repair requests.
Regarding the local property management helper and WhatsApp calls:
- See regular phone call notes below.

TEXT MESSAGE.
Regarding the local property management helper and regular phone texts:
- Should not be used with tenants but may be used with other vendors.
- Regular phone texts may never not be used with the owner.

VOICE CALL.
Regarding the local property management helper and regular phone calls:
- For convenience it may used with tenants and with other vendors.
- After any call with a tenant or vendor the local property management helper should always send a follow up email to the tenant or vendor, copying the owner and summarize any important information from the call.
- Regular phone calls may never not be used with the owner.

OUR WORLD MAY BE A SIMULATION, LET’S MAKE IT A NICE ONE.

TOPIC |INDEX
|PROPERTY |TERMS |APPLY |FORM |STANDARD |TENANT
|GUIDE |BUILDING |UTILITY |MANAGER |FILE |RECORD

SUBTOPIC |SUMMARY
|COMMUNICATE |DOCUMENTS |PAY |SIGN
|PHOTO |HIRE |BILL

THIS PAGE FOR.
• Uploading files too big or too many to easily send otherwise.

SCROLL DOWN FOR.
• BEFORE UPLOADING.
• FILE ORGANIZATION + FOLDER NAMING.
• EXAMPLE UPLOAD WINDOWS.
• UPLOAD LINK.

IMPORTANT.
1. Documents may be emailed if the quantity is less than 10 documents.
2. Documents must be uploaded if the quantity is more than 10 documents.
3. For uploading use the link is at the bottom of this page.
4. Uploading is done through Dropbox but no Dropbox account is needed.

FILE TYPES.
1. Image documents should be in JPG format.
2. Text documents should be in PDF format.

FILES SHOULD BE ORGANIZED IN FOLDERS.
1. Documents to be uploaded should be in a single folder.
2. The single folder may have sub folders.
3. The single folder allows everything is uploaded at once.
4. Multiple separate uploads is confusing, receiver gets multiple emails.

DOCUMENT ORGANIZATION ON COMPUTER OR MOBILE DEVICE.
1. It is easier to organize files on a computer than on a mobile device.
2. The person making the upload may find they need to use a computer.
3. Organizing files in folders is possible but more difficult on a mobile device.
4. Dropbox, Google Drive or and other apps may be used for organizing.
5. To use Dropbox to organize folders get a free account at dropbox.com.
6. iPhone photo albums do NOT work for organizing files into folders.

FILE ORGANIZATION + FOLDER NAMING .

FOR LARGE QUANTIES OF FILES (MORE THAN 10).
1. Hopefully by default the image files are named with the date taken.
2. It is not necessary to rename every document file.
3. Helpful to organize documents in sub-folders by room, area or subject.

FOR SMALL QUANTIES OF FILES (LESS THAN 10).
1. No subfolders needed, all documents may be in one folder.
2. Helpful to name each document with relevant identifying information.

NAMING FOLDERS.
1. Identify type of document such as ‘Photo’ or ‘Receipt’.
2. Identify property address + unit such as ‘4967H’ or ‘4967G’.
3. Identify tenant name such as ‘John’.
4. Identify reason such as ‘Check In’ or ‘Repair Request’.
5. Identify date photo taken document signed such as ‘Jan-1’.
6. Identify room, area or subject in case of photo such as ‘Interior Kitchen’.
7. Identify number of files in each folder so receiver can verify all received.
8. Example: ‘Photo_4967G_John_Check-In_Jan-1_Interior-Kitchen_14’.

NAMING DOCUMENTS.
1. Generally similar to the identifying information used in naming folders.

EXAMPLE UPLOAD WINDOW.

LINK FOR UPLOADING.

1. Upload link: Dropbox Upload Link.
2. Owner will automatically be notified by Dropbox when the upload is made.

OUR WORLD MAY BE A SIMULATION, LET’S MAKE IT A NICE ONE.

TOPIC |INDEX
|PROPERTY |TERMS |APPLY |FORM |STANDARD |TENANT
|GUIDE |BUILDING |UTILITY |MANAGER |FILE |RECORD

SUBTOPIC |SUMMARY
|COMMUNICATE |DOCUMENTS |PAY |SIGN
|PHOTO |HIRE |BILL

THIS PAGE FOR.
• This page to provide information for making payments.

SCROLL DOWN FOR.
• LA APPLICATION SCREENING.
• SECURITY + RENT.
• LA METHODS.
• BCN METHODS.

SEPARATION OF SECURITY + RENT.
1. Make security deposits payments as separate transactions from rent.
2. Extra move in rent, late rent or rent for extra service is payed with rent.

SINGLE TRANSFER.
1. Rent must be made as single payment from one sender.
2. Roommates, partners and couples may not make separate payments.

METHOD.
1. Tenant must pay rent in the method requested by the owner.
2. Owner may change the required method of payment with 30 days notice.
3. Usually any direct deposit with no fee charged to receiver is accepted.
4. Method that result in charge to receiver must be reimbursed by tenant.
5. Typical options and info provided below.
6. Tenant must contact their bank for actual cost and transaction limits.
7. Receiving bank is Bank of America. Sending from same has is easier.

ZELLE.
1. Cost is free.
2. Transaction value limit may prohibit use, varies by bank $500-$3,500.
3. Autopay or scheduled payments usually not possible.
INSTRUCTIONS.
1. Transfer using email august.heinrici@gmail.com.
3. Info on Bofa Zelle transfer limits: Here.
4. Other method must be used if Zelle limit prohibits making single transfer.

ACH (AUTOMATED CLEARING HOUSE).
1. Cost is typically low or free to send, and free to receive.
2. Transaction value limit is high and usually not a problem.
3. Autopay or scheduled payments are usually possible.
INSTRUCTIONS.
1. Email owner for Bank Name, Account #, Routing # and Account type.
2. Set up payment using your online banking or calling your bank.

PHYSICAL CHECK DEPOSITED AT BANK BRANCH.
1. Cost is free.
2. Transaction value limit is high and usually not a problem.
3. Autopay or scheduled pay not possible.
INSTRUCTIONS.
1. Email owner for Bank Name, Account #, Routing # and Account type.
2. Write traditional paper check and bring it to a Bank of America bank.
3. Ask teller to deposit check directly to owner’s account using info provided.
4. Bank of America bank branch locator: Here.

WIRE.
1. Cost is expensive to send and receive.
2. Transaction value limit is high and usually not a problem.
3. Autopay or scheduled pay not possible.
INSTRUCTIONS.
1. Email owner for Bank Name, Account #, Routing # and Account type.
2. Contact your bank to set up wire.
3. For the value sending add $20 to cover fee charged to receiver.

OUR WORLD MAY BE A SIMULATION, LET’S MAKE IT A NICE ONE.

TOPIC |INDEX
|PROPERTY |TERMS |APPLY |FORM |STANDARD |TENANT
|GUIDE |BUILDING |UTILITY |MANAGER |FILE |RECORD

SUBTOPIC |SUMMARY
|COMMUNICATE |DOCUMENTS |PAY |SIGN
|PHOTO |HIRE |BILL

THIS PAGE FOR.
• Instructions to fill + sign documents.

SCROLL DOWN FOR.
• Options to fill and sign.

OPTION 1.
1. Open PDF document in Adobe Acrobat Reader or equivalent.
2. Adobe Acrobat Reader is free available at get.adobe.com/reader.
3. Use fill + sign tool as highlighted in image below.
4. Signatures + initials must be done using the users personalize signature + initial block, it may not be typed as standard text.

OPTION 2.
1. Print document.
2. Fill + sign with pen.
3. Scan document to PDF file.
4. Make sure document is correctly oriented, cropped, and legible.

IMPORTANT.
1. Read entire document carefully when filling + signing.
2. Fill in all information as needed, possibly names, dates, etc.
3. Sign + initial in all places as indicated.
4. Type or print name next to signature to make clear whose signature it is.
5. If multiple people signing then all signatures must be on the same doc.
6. Each person should sign then forward document to next person to sign.
7. After all tenants have signed the document should be email to owner.

CONSERVATION. MAINTAIN WITH PRIDE, HUMILITY + JOY.

ROOM ORDER FOR TAKING PHOTOS.

1. BUILDING.
A. STREET VIEW.
B. ENTRY ACCESS.
C. PRIVATE ENTRY.

2. KEYS, APPLIANCES, HEATING + COOLING
A. KEYS.
B. APPLIANCES INTERIOR + EXTERIOR.
- COOK TOP.
- OVEN.
- FRIDGE.
- DISHWAHSER.
- GARBAGE DISPOSAL.
- CLOTHES WASHER.
C. HEATERS + AIR CONDITIONERS

3. KITCHEN.

2. BATHROOMS.
- PRIMARY.
- SECONDARIES.

3. LAUNDRY ROOMS.

4. DINING.

5. MAIN SPACE.

6. BEDROOMS + CLOSETS.
- PRIMARY.
- SECONDARIES.

7. ADDITIONAL ROOMS.
- OFFICE, SMALL ROOMS.
- HALLWAYS.
- PATIOS.

ORDER FOR TAKING PHOTOS IN EACH ROOM.

1. WALLS.
- NORTH.
- EAST.
- SOUTH.
- WEST.

2. FLOOR.

3. CEILING.

4. DOORS (NORTH-SOUTH).

5. WINDOWS (NORTH-SOUTH)
- CLOSED.
- OPEN (WHEN IN SWING).

6. CABINETS EXT. + INTERIOR.

7. COUNTERS.

8. PLUMBING FIXTURES.
- SINK BASINS + FAUCETS.
- SINK DRAINS + PIPES.
- SHOWERS + TUBS.
- TOILETS W/SEAT UP.
- TOILET WATER SUPPLY.

WHEN TO TAKE PHOTOS.
1. Document condition of property at move in, pre-move out, and move out.
2. Document condition of property related to a repair requests.
3. Document condition of property after a repair is complete.
4. Document landscape before and after major pruning service done.

WHO TAKES PHOTOS.
1. May be the owner, helper, tenant or service provider.

SHARE.
1. If it is a small number of photos they may be emailed to the owner.
2. Larger numbers of photos must be uploaded at august.ink/upload.

IMPORTANT.
1. Must be JPG file type.

SETTING IPHONE CAMERA TO SAVE IMAGE AS JPG.
1. Go to Settings.
2. Go to Camera.
3. Go to Formats.
4. Select most compatible.

FRAME.
1. Orient camera horizontal/landscape unless it is extremely narrow space.
2. Never orient camera vertical/portrait unless it is extremely narrow spaces.
3. Building manuals list (V) in photo caption if photo should be taken vertical.
4. Use wide angle camera lens if you have it.

ORDER.
1. First start with photo that show maximum filed of view.
2. Stand far from subject as possible to maximize surrounding area in frame.
3. Overlap frames so that when viewed together you see the full picture.
4. Second take photos of specific subjects for detail.
5. In close up photos show enough in frame to understand subject location.

TENANT KEY.
1. Test all tenant keys to know the door they operate before taking photo.
2. Keep in mind some keys operate multiple doors.
3. Compare actual tenant keys to list provided in documentation page.

BUILDING INTERIOR.
1. Take interior photos going room by room in order shown in manual.
2. Within each room take the photos in the order shown in manual.
3. Before taking photos move any included furniture to original location.
4. 4967 house has small metal table that goes under wood table in kitchen.
5. Portable heaters placed in laundry or storage area and shown in photos.
6. Before taking photos completely open all curtains and close all doors.
7. Open curtains so glass shows and close doors so condition is visible.
8. If a door is behind you when taking a photo you can leave it open for light.
9. You may stand outside the doorway of a room to get bigger field of view.
10. Cabinet doors & drawers should be shut for most photos.
11. Cabinet doors & drawers should be open for photos used to show inside.
12. When taking photos of doors show adjacent light switches & detectors.
13. When taking window photos show entire window frame but no extra wall.
14. Property photo documentation may include photos behind appliances.
15. Photos behind appliances may be skipped.
16. Manual photo may be framed wrong, follow caption & these instructions.

BUILDING EXTERIOR.
1. Door/window photos should include entire door & window frame.
2. Door/window photos do not need to show extra wall unless a light switch.

LANDSCAPE PHOTOS.
1. Photo areas highlighted in color on the property specific garden site map.
2. Stand at location of colored numbers on map and face direction of arrow.
3. Capture area highlighted in the same color as the number’s color.
4. Capture edges of fences, windows and rooflines to provide reference.
5. The full height of each tree must show visibly in at least one photo.
6. Limit sky in outdoor photos, better lower angle to show more subject.

COMPLETE LIST AND ORDER OF TAKING PHOTOS.
1. Take all photos shown in the property guide found at august.ink/guide.

OUR WORLD MAY BE A SIMULATION, LET’S MAKE IT A NICE ONE.

TOPIC |INDEX
|PROPERTY |TERMS |APPLY |FORM |STANDARD |TENANT
|GUIDE |BUILDING |UTILITY |MANAGER |FILE |RECORD

SUBTOPIC |SUMMARY
|COMMUNICATE |DOCUMENTS |PAY |SIGN
|PHOTO |HIRE |BILL

THIS PAGE FOR.
• This page provides a checklist form for hiring a service provider.

SCROLL DOWN FOR.
• BASIC INFO.
• COST OF WORK.
• BILLING INFO.

Note regarding the hiring checklist:
* The following checklist is used when hiring vendors.
* For certain work the PDF file can be filled in and signed as a form of work agreement.

Section #1 - Basic information needed for all vendors.

Note regarding the vendor company info:
* Vendors do not need to be licensed for all work but if they are it is important to have the information.

Note regarding the vendor person to contact:
* Vendor contact info is for recording keeping purposes so that vendor can be easily contacted.

Note regarding the payment method:
* Zelle is typically the best and preferred method.
* Check is less convenient and slow in the mail.
* Credit Card is only convenient if local property management assistant is present for work.
* Cash is least convenient because it requires in person payment.

Section #2 - Cost of work, reoccurring frequency and description.

Note regarding section #2:
* All vendors including the local property management assistant are considered independent contractors, not employees.

Note regarding the cost of work:
* The total cost or estimated cost of work should be understood before hiring any services.
* Going over fixed or estimated costs must be approved in advance.
* Fixed cost is more typical and always preferred.
* Fixed cost work typically includes plumbing, electrical and glass repair work.
* For any finish or fixture to be installed vendor should provide a photo or specific model with the work proposal.
* Basic cleaning to return the property as clean as it started is assumed to be included in all work.
* Hourly plus expenses is uncommon and only okay for small projects.
* Hourly rate work may include the local property management assistant work, cleaning work and sometimes handyperson work.
* Local assistant property manager may include travel time up to 30 minutes each direction.
* Mileage expense is not reimbursed for any vendors or local assistant property manager.
* Diagnostic charges are understood to be normal for some trades but must be disclosed before visiting the property.
* Typically diagnostic charges are only agreed to if the amount will later go towards the repair proposal cost.

Note regarding the work description.
* Reoccurring work agreements are assumed to be 1 year and to continue indefinitely until one party notifies the other.
* Minimum courtesy notice to change reoccurring agreements is 30 days.
* Identifying the fixed cost per service visit is more clear than identifying the fixed cost for a time period.
* Keep # of visits per month consistent by scheduling a day and time such as 1st & 3rd Monday each month at 10am.
* Avoid inconsistent # of visit per month by not agreeing to every week or every other week, since months are not 4 weeks.

Section #5 - Billing, payment and documentation.

Note regarding billing schedule:
* Billing must be provided to the owner no later that 7 days after the completion of job or service period.

Note regarding expenses and payment due:
* Start payments are assumed to be due on receipt.
* Progress payments and final payments are assumed to be payable within X days.
* Payable on receipt should be avoided because it requires paying in person with credit card or cash.
* Payable due within 24 hours or more is preferred because owner can pay with Zelle.
* Expenses are preferred to be be paid when the job is complete except for the local assistant property manager.

Note regarding work documentation:
* For charges made on the owners credit card a receipt must be emailed to the owner within 24 hours of making the charge.
* Even for fixed cost work the vendor is requested to provide the day and hours that the work was completed.
* Preferably the vendor can take work photos and email them.
* If vendor will not provide work photos then the tenant or assistant may be asked for this.
* Work photos and expense receipts must be emailed in JPG format, properly sized and oriented.
* For work photos it must be indicated in the email the date and time that photos were taken.

TOPIC |INDEX
|PROPERTY |TERMS |APPLY |FORM |STANDARD |TENANT
|GUIDE |BUILDING |UTILITY |MANAGER |FILE |RECORD

SUBTOPIC |SUMMARY
|COMMUNICATE |DOCUMENTS |PAY |SIGN
|PHOTO |HIRE |BILL

THIS PAGE FOR.
• To provide information for requesting payment for work.

SCROLL DOWN FOR.
• PAYMENT REQUEST PROCEDURES.

REQUEST PAYMENT.

THE FOLLOWING REQUIREMENTS APPLY TO.
1. Reimbursement payment requests.
2. Service hour payment requests.
3. Bills.
4. Invoices.

Information must be provided to owner a maximum of 7 days after the completion of work or project for which the payment is for.

To request payment for work there is a digital form at the bottom of this page that can be filled out and submitted on a mobile phone, tablet or computer.

Supporting documents such as receipts or photos are emailed to august.heinrici@gmail.com up uploaded at august.ink/upload.

The form on this page is the easiest and best way to request payment but it is not the only option. Alternatively payment requests can be made by emailing the owner. The payment request/billing/invoices does not need to be provided in a specific format or as a formal invoice document, but the following is required:
1. All the information listed in form bellow is provided to the owner.
2. Information in one place such as body of the email, PDF or JPG file.
3. Request is made by email or using form bellow that generates an email.

INCOMPLETE INFORMATION.
1. Payment may not be made if information is incomplete.
2. Form below may be printed as PDF file or paper copy & given to vendors.

Note regarding the contact info:
1. Info needed in case their are any questions regarding the work or bill.

Note regarding the work description:
1. Property location is important for tax accounting purposes.

Note regarding work documentation:
1. Even for fixed cost work the vendor is requested to provide the day and hours that the work was performed.
2. Copies of expense receipts are required for hourly plus material work.
3. Photos must be included in billing if it was part of the work agreement.
4. Photos emailed or uploaded in JPG format, properly sized and oriented.
5. Provide date and time that photos were taken.

Note regarding the payment method:
1. Payment can not be made without complete information for at least one payment method.