Asking for help fr tenant

Over the years we've had replacements and change-outs of various HVAC systems and we've totally lost track of who has what system but especially of filter sizes.

I am trying to start tracking that in notes about the units that we keep in Buildium. So quick & simple: emailed all tenants with central units and asked for their help - asked them to send me the size and number of filters in their units (some have 1, some have 2, etc.)

It's been two days and almost all have responded back with quick one-liners with the info. Nothing more, nothing less. It's taken me two days to collect info that would have seriously taken us years to get just because even if we stopped by, we'd forget to check - we (the royal we, not me) have been in all the houses in recent memory and don't have any of that data.

Only ONE guy tried to combine his info with a maintenance request (I was kind of expecting more) but even he said "I guess this request really needs to go in the online database, right?" so they are learning! :)

I guess my point on this is two-fold: #1 my tenants are cooperative and helpful because that's what we screen for in the first place and #2 we can't be afraid to ASK for that cooperation when needed. --198.54.xxx.xxx

Asking for help fr tenant (by plenty [MO]) Posted on: Jun 14, 2024 4:36 PM
Message:

I record the filter size in my phone contacts along with the their name and phone. I can easily access this at Lowe's or while searching thru my stash of filters --172.59.xxx.xxx

Asking for help fr tenant (by WMH [NC]) Posted on: Jun 14, 2024 4:37 PM
Message:

That's the goal, Plenty - to have it right on hand if needed. --198.54.xxx.xxx

Asking for help fr tenant (by 6x6 [TN]) Posted on: Jun 14, 2024 5:30 PM
Message:

Agreed, thanks for sharing. --76.129.xxx.xx

Asking for help fr tenant (by ken [NY]) Posted on: Jun 14, 2024 5:53 PM
Message:

I have a form i fill out when i buy a house to keep, filter sizes, number of locks and how many exterior doors etc anything that can save a trip --74.77.xx.xx

Asking for help fr tenant (by WMH [NC]) Posted on: Jun 14, 2024 8:29 PM
Message:

Ken, the trouble is many of these units have had their HVACs replaced over the years, and we didn't keep track. Don't even know the make and model of many of them :( --198.54.xxx.xxx

Asking for help fr tenant (by BRAD 20,000 [IN]) Posted on: Jun 15, 2024 12:14 AM
Message:

Tiny tip: We also write the filter size and a big arrow pointing at the filter location on the furnace with a fat tip Sharpie.

We provide 12 at move in.

BRAD

--73.103.xxx.xxx

Asking for help fr tenant (by WMH [NC]) Posted on: Jun 15, 2024 7:56 AM
Message:

Brad, we haven't but should, so one reason for collecting the order is to make a big order of all the different sizes and have DH or DS drop them off and show the tenants where and how to install. OR start installing ourselves, we haven't quite decided.

Should have been doing it long ago, it's like Landlord 101 but we skipped the class that year. --198.54.xxx.xxx

Asking for help fr tenant (by zero [IN]) Posted on: Jun 15, 2024 12:41 PM
Message:

I have what started out as a word file, but got merged into Google Drive, a list of all properties with room sizes, filter sizes (if they have them), when I installed new smoke detectors, when I put DE into outlet boxes and a few other things.

One thing that I did include was square footage needed for flooring. That way when I need to prepare I know what will be needed worse case. Carpet drops in the places with carpet and vinyl for places that might or might not touch.

Recently I started a list of the extra flooring I have. Mostly LVP. How much and what color. Then the ceramic tile, with sizes and colors.

This way when I go into a place I know if I need to purchase these things up front instead of having to drive all over looking.

It has sped up my process considerably.

Also I just realized I steered this conversation way off course. --107.147.xx.xx

Asking for help fr tenant (by WMH [NC]) Posted on: Jun 16, 2024 10:19 AM
Message:

DH has created floor plans for all of our units, including measurements. It's for our ads, but helpful overall as you can understand. --173.28.xx.xxx

Asking for help fr tenant (by zero [IN]) Posted on: Jun 17, 2024 8:15 AM
Message:

I need to do that. I do not have any working copies of the drafting programs I used way back when.

There has to be a cheap and easy way of doing it now. Doesn't have to be to scale even. --107.147.xx.xx

Asking for help fr tenant (by WMH [NC]) Posted on: Jun 17, 2024 8:18 AM
Message:

DH uses a program called Roomley, I think it is. He said it's only virtue is it is free. And usually only has to be done once per unit. --173.28.xx.xxx

Asking for help fr tenant (by Robin [WI]) Posted on: Jun 17, 2024 1:52 PM
Message:

Half of my properties are an eight-hour drive away, so cooperative tenants are an absolute essential.

I don't meet contractors, I have them call the tenant to arrange a time when they can let the contractor in. If there's a repair needed, I ask the tenant to take before and after pictures so I can assess the need and then the quality of the job before I pay. I've even had them collect quotes for repairs. It's a win-win: saves me time and money, which I can pass on to the tenant. Well done, WMH! --104.230.xxx.xxx

Asking for help fr tenant (by Jason [VA]) Posted on: Jun 17, 2024 2:48 PM
Message:

I keep all useful property data in a single spreadsheet where things like air filter sizes are kept. The data from this spreadsheet is then pulled automatically and used for automated email reminders and for entering property specific information onto the leases for me (all of my leases specify the air filter size) --73.147.xxx.xx

Asking for help fr tenant (by zero [IN]) Posted on: Jun 17, 2024 4:42 PM
Message:

Jason, you should consider automating more things.

Ha Ha.

That is amazing man. Simply amazing. --107.147.xx.xx

Asking for help fr tenant (by BRAD 20,000 [IN]) Posted on: Jun 21, 2024 11:23 PM
Message:

Congrats on great cooperation from your people!

You have a great way with these folks.

BRAD

--73.103.xxx.xxx

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Asking for help fr tenant

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