property management takeover letter

Property Management Takeover Letter Sample

Managing a property and handling the problems and issues of residents is not easy. That’s why many property owners hire management companies to manage their properties professionally. These firms are responsible for putting a landlord or manager on site, hiring a handyman for day-to-day repair works, collecting rents from the tenants, ensuring tenants comply with rules and regulations, and finding new tenants for vacant properties i.e. apartments or shops. The owner of the property can change the management at any time but it’s important to inform the tenants about the change. A property management takeover letter is written to the tenants in this situation.

Importance of Property Management Takeover Letter:

As discussed above, a property manager has lots of duties and responsibilities. He deals with the tenants on regular basis i.e. collecting rent, late payments, receiving repair charges, updating tenants about rules and regulations, and most importantly, ensuring that there is no damage caused to the property and the tenants are residing under safe conditions. The owner of a building can change the management at any given time because of various reasons. The important thing is to let the tenants know about the change so they can update their records.

Informing the tenants about the management takeover can be vital in most cases. A tenant might want to file a repair request but the number or email of the previous landlord or manager is no longer in service. This can create a delay in the repair process and can cause further damage to the building. When the tenants have updated management details, they can remember to contact the new landlord as soon they have a repair request.

Another important element to consider is that the previous landlord used to receive rent payments through cash, check, and online bank transfer. If the tenants don’t know the landlord is changed, some might transfer their rent payment to the old landlord’s bank account. Usually when we talk about property management takeover letter, there is also a separate letter introducing the new management or landlord. This letter is mostly written by the new landlord where he introduces himself to the tenants, makes them familiar with his experience and expertise and asks them to contact him for further queries and requests.

Key Elements of Property Management Takeover Letter:

  • Name and details of the recipient of the letter
  • Date of writing the letter
  • Subject stating the purpose of the letter i.e. property management takeover letter
  • Statement saying that the property management is under changes
  • Formal introduction of the new management
  • Date from which the new management will takeover
  • Key changes in the management method
  • Suggestions from the new management for tenants
  • Guidelines for the tenants from new management

 

Sample Property Management Takeover Letter

 

Tenant Welfare Society

Date: 17th December, 2021

 

Subject: property management takeover letter

 

Dear Tenants,

It is hereby stated that as the owner of this building, I have changed the management including the landlord, handyman, security supervisor, genitor, receptionist and the lift boy. You will find the details of the new management in the letter attached here.

Previously this building was under supervision of DuPont Property Management and that was a good company. They handled the responsibilities very well for the past 10 years and neither I nor the tenants had any complaints about them. Sadly, the owner of the company died a few months ago and I wasn’t very happy about the way the company moved forward under new ownership. I also got some complaints from the tenants about misbehavior of the management with them.

Because of these reasons, I decided to change the management as soon the agreement expired. Instead of renewing the contract with them, I went with Leopard Property Management which was recommended to me by couple of friends and family members. This company has very good reviews and I have met with a few of their current clients who seemed very comfortable with their services.

I am sure that you will find them professional and experienced as well. Previously I didn’t have any saying in who will be the landlord of the building, who will sit at the receptionist and who will be appointed as the security supervisor but this time, I added specific clauses in the agreement that all the important positions will be filled with the approval of the welfare society. I have added the details of the selected individuals with this property management takeover letter and you can discuss these candidates in the next society meeting. If you have any concerns about someone, you can inform me and I will request the company to rethink and hire someone else.

I am waiting to hear good feedback from you on this.

 

Regards

 

Steven Collegian

Owner, building 243

West Virginia

Notarized Letter Template 04

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If you have bought or sold something in the past, you might have heard of getting the transfer letter or authority letter notarized. What it means is that when there is an important document under discussion with signatures from various parties, it’s essential to ask someone to check the identities of each party signing the agreement or contract and make sure they are legitimate. The person who checks the identities and other documents and puts his signature on the letter that all involved parties are real is known as notary public. It’s important to note that a notary public not only checks the legitimacy of identities of all parties involved in signing a contract but he is also responsible to make sure that signers sign the contract with their free will. He is responsible to make sure to check if the signers understand what’s written in the document and to make sure that they are not under influence of any kind which can make them incapable of making the right decision.

Uses and Importance of Notarized Letters:

Many people have the misunderstanding of a notary public as the person who only needs to check for sources of identification before 2 or 3 individuals can sign a contract but as discussed above, there is more to that. Yes, the part where you go to a notary public, ask him to witness the signature of an agreement after verifying the persons signing the agreement are legitimate is true but that’s not it. You need to understand that when a letter or document is notarized, the responsibility falls on the shoulders of notary public. In case anything goes wrong, either party has the legal right to sue the notary public for not doing his job correctly.

This is the reason that notary public take more time to each factor involved in notarizing a letter or document. An important element to keep in mind is that a notary public can only notarize a document that is signed in front of him. This means you need to take unsigned letter to his desk and once he checks your identities and allows you to sign, only then you can put your signature on the letter or agreement of any kind. Keep in mind that getting a letter notarized is not free and you might need to give some fee to the notary public. These charges of notarizing a letter depend on each state and country but usually they can be anywhere in between $50 to $100.

When a document is required for any legal reason, it’s important to proof its authenticity. When you present a sworn statement from a third party in court in any case, the court can’t just assume it’s authenticated and the statement wasn’t taken under pressure but they need some kind of proof to check if it’s real. If such a statement was given in front of a notary public officer and he notarized the statement, court will allow it’s submission as a legal proof from either side. In order to save time in legal hearings, courts usually require all the documents to be notarized before submission in the court.

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Key Elements of a Notarized Letter:

Visiting a Notary Officer:

Perhaps this is very obvious but still the first step of getting a letter notarized is to visit a notary public officer in his officer. If you have done this before, you will surely know a notary public and if it’s your first time, you can ask for recommendations from your friends or coworkers.

Providing Proof of Your Identity:

In order to ask the notary public to notarize your letter, first you need to provide any source of identification so he can make sure that it’s actually who you are claiming to be. This can be done with a social security card or a valid driving license or even with your passport. In simple words, any legal document that can proof your identity is valid for notary public officers.

Letting the Notary Public do his Work:

As soon you provide documents for your identity, the notary public will start his work. He will make sure the documents are real and not expired or anything and then he will ask you some questions. These are very simple statements that he needs to hear from you such as if you are willing to sign the document or if someone is somehow forcing you to sign the document or something like if you are under influence of any drug or alcohol. Once you answer these questions, it’s time for the next step.

Signing the Letter or Agreement:

As soon the notary public has verified you documents and he checks that the document is not signed previously, he will ask you to sign the agreement or letter. If there is more than party involved in signing the letter or agreement, the notary public will ask each of them to sign the letter in front of him.

Ask the Notary Officer to Notarized the Letter:

As soon the document is signed by all the involved parties, it’s time for the notary public to take one last look at the letter to check for any errors or mistakes and then he will notarize it by putting his signature with stamp or seal on it.