Purpose of this document…

- Provide instructions and format to be used for emailing weekly updates.

Templates provided…

- The last part of this document is an example of how the weekly update email should look, it may be easier to look at that first for understanding the format, as the following description may be more confusing without having reviewed the example.

General Instructions...

When to compose/send:

- Weekly update email should generally be sent between Friday and Monday so that they cover the previous week and can be reviewed by the owner and useful for the weekly call on Tuesday.

Email chain:

- Weekly update emails should have a separate email chain for each month.

- Throughout the month reply to the original email chain until the month is over.

- During the ongoing month always cut and paste the email that you received into the response email and remove any unusual formatting.

- Delete the auto formatted text that Gmail automatically inserts at the bottom of response emails.

Starting new email chain:

- When the update email is being composed during the first week of a new month then a new email chain should be started with a new subject specifying the year and month.

- When starting a new month carry over any relevant notes but not the full history.

Email subject:

- Subject should be per the template email provided and have the correct month inserted in the subject.

Email body:

- List properties in typical order, 4967 HOUSE, 4967 GARAGE, 7560 CONDO, 2112 BACK, 2114 FRONT.

- Record the month, day and weekday, followed by the initials of the person commenting.

- List brief summary of any activities on that property in bullet point style.

- Do not provide detailed information here, each activity should likely have it's own email chain devoted to that activity.

- When possible reference the email subject name that pertains to that specific activity.

Owner response:

- The owner may or may not respond in writing.

- The email may be used as an agenda during the weekly call.

- The email may just serve as a written record.

Template / Example Email…

- Here is an example of how the weekly update email might look two weeks into a month when the owner has responded.

Email Subject:

Weekly Update 2021 January

Email Body:

Hi August,

Here is this week's update for the LA properties.

4967 HOUSE

Jan-01-Fri, PM

- Ads: posted to all platforms, links email subject '4967 House Ad Links 2021 January'

- Monthly photos: landscape photos taken, email subject '4967 House Landscape 2020 December 29'

Jan-04-Mon, AH

- Ads: price was listed incorrectly on the Zillow ad, please correct to match the others.

- Monthly photos: received thanks.

Jan-08-Fri, PM

- Ads: Price on Zillow ad was updated on Monday morning.

4967 GARAGE

Jan-01-Fri, PM

- Faucet leak: waiting for plumber or tenant to confirm distance on hot and cold.

Jan-04-Mon, AH

- Faucet leak: please order the faucet I specified as soon as the distance is confirmed to match.

Jan-08-Fri, PM

- Faucet leak: tenant confirmed size, faucet ordered, receipt email subject '4967 Garage Faucet Receipt from Lowe's'

7560 CONDO

- No Update.

2112 BACK

- No Update.

2114 FRONT

- No Update.

GENERAL

- No Update.

Regards,

(Assistant PM’s Email Signature)