HOUSE

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.