Fair Housing Records (by DJ [VA]) Apr 11, 2019 2:18 PM|
Fair Housing Records (by David [MI]) Apr 11, 2019 2:30 PM
Fair Housing Records (by David [MI]) Apr 11, 2019 2:40 PM
Fair Housing Records (by S i d [MO]) Apr 11, 2019 2:57 PM
Fair Housing Records (by Busy [WI]) Apr 11, 2019 3:27 PM
Fair Housing Records (by Busy [WI]) Apr 11, 2019 3:32 PM
Fair Housing Records (by Robert,OntarioCanada [ON]) Apr 11, 2019 4:28 PM
Fair Housing Records (by NE [PA]) Apr 11, 2019 4:44 PM
Fair Housing Records (by David [MI]) Apr 11, 2019 5:14 PM
Fair Housing Records (by J [FL]) Apr 11, 2019 5:18 PM
Fair Housing Records (by small potatoes [NY]) Apr 11, 2019 7:26 PM
Fair Housing Records (by DJ [VA]) Apr 12, 2019 4:05 AM
Fair Housing Records (by David [MI]) Apr 12, 2019 6:23 AM
Fair Housing Records (by WMH [NC]) Apr 12, 2019 6:35 AM
Fair Housing Records (by Oregon Woodsmoke [ID]) Apr 12, 2019 6:57 AM
Fair Housing Records (by Oregon Woodsmoke [ID]) Apr 12, 2019 7:00 AM
Fair Housing Records (by Oregon Woodsmoke [ID]) Apr 12, 2019 7:02 AM
Fair Housing Records (by J [FL]) Apr 12, 2019 7:42 AM
Fair Housing Records (by Busy [WI]) Apr 12, 2019 9:33 AM
Fair Housing Records (by Jeffrey [VA]) Apr 12, 2019 9:48 PM
Fair Housing Records (by Robert J [CA]) Apr 13, 2019 11:21 AM
Fair Housing Records (by Hoosier [IN]) Apr 14, 2019 3:19 PM
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Fair Housing Records (by DJ [VA]) Posted on: Apr 11, 2019 2:18 PM
I had a VERY busy morning - responding to calls & texts back & forth with prospects. Hard to keep track of them all. (I ended up with about 2 out of 13 who may have a chance). I generally jot down notes on who called/texted whom when, what was said, when I called back, etc. But ......
Do you all keep a record of every communication you have with EVERYONE?
If a tester contacts me, I want to show equal responses to all inquiries, but when someone won't even respond to 2 simple pre-screen questions, do I need a record that we texted each other?
Maybe start keeping a record only of those who actually set a showing appointment? Seems a little risky .
What do y'all do? Do you make a record of every message every don't-have-a-chance person leaves for you? Write down why you didn't call them back - if you didn't? (Like if their message says they are a felon with 5 pitbulls and no income)
Fair Housing Records (by David [MI]) Posted on: Apr 11, 2019 2:30 PM
No, the burden would be on FHA to prove you discriminated. You don't have to show you treated everyone equally.
Fair Housing Records (by David [MI]) Posted on: Apr 11, 2019 2:40 PM
The only notes I make are very brief comments about the reason I declined to show them the house. Like you said, they have criminal record or they have pets that not allowed, or don't need income.
I have yet to be contacted by anyone regarding fair housing and I've been extremely aggressive in screening people and have been verbally threaten with complaints and lawsuits --50.4.xxx.x
Fair Housing Records (by S i d [MO]) Posted on: Apr 11, 2019 2:57 PM
All calls go to voicemail.
All callers/emailers/texters get the same "copy 'n paste" canned response.
Everyone fills out the same pre-screening form, and as long as they don't have immediate obvious DQ's, then everyone gets to do a lock box tour.
Everyone fills out the same application and gets screened according to the same written criteria.
My system of texting/emailing/forms basically is it's own build-in communication log from first contact to lease signing, so there's no chance for me to say something 'wrong'. The less I say, the better.
"This call may be recorded for quality assurance or training purposes." ;-) The Pros learned this by being sued into oblivion, so I suggest we borrow from their wisdom... Document x3. Follow clear practices and procedures. No off the cuff chit chat. That's the stuff law suits are made of. --173.20.xxx.xxx
Fair Housing Records (by Busy [WI]) Posted on: Apr 11, 2019 3:27 PM
I do keep records of communications. One page per prospect. Date, time . Pertinent information. Clinical observations. Reasons for declining, if declined. There might be several different times logged as I record transactions.
I do let tenants talk. I say very little, but make notes. Initial contacts are by text. I make notes. --172.58.xxx.xxx
Fair Housing Records (by Busy [WI]) Posted on: Apr 11, 2019 3:32 PM
Also, if another house becomes available, those notebooks provides a ready list I can contact before I have to put ads up again, if it hasnít been that long. Of course, only those who would have passed at the point we were at in the screening process get contacted.
Others on this forum keep a database, and when a phone number comes up again, they have the information from the previous contact. I think that would be useful. --172.58.xxx.xxx
Fair Housing Records (by Robert,OntarioCanada [ON]) Posted on: Apr 11, 2019 4:28 PM
Those on the left think housing should be a right no matter if the right infringes on the safety, security of other tenants in the rental complex along with the rental housing provider. If the extreme left wing tenancy advocates think housing should be a right then why not have chairs move out of the houses they own then live in the housing authority rental units. Some of the government owned rental buildings have had many serious problems. Now getting to a right where a couple around 30 was holed in mothers basement where they refused a thorough credit on both applicants. Guess they are going to be holed in mothers basement for a very long time. It is a rental housing provider right to screen out criminal element along those who are involved in using illegal drugs where the majority tenants do not the criminal thugs visiting the rental complex. To be a tenant you have to obey the laws by not dealing with criminals, not disturbing the peace and enjoyment of other tenants, keeping the rental unit reasonably clean. If do not have a stable rental history. Many unpaid utility bills and other bills. A credit score of 700 or above then no problems. Had a tenant who was upset that I called the police when her boyfriend was beating her up where that he was arrested end of story as he could never return to the building. She found through one of officers. In the past situations like that can escalate where it ends up in murder. Violence has no place in the rental complex. All adults are required to completely fill out rental applications, provide three pieces of valid identification no exceptions. Everyone is treated the same no matter there source of income, ethnic background, sexual orientation. It is not a free for all like the tenancy advocates would like. --147.194.xxx.xx
Fair Housing Records (by NE [PA]) Posted on: Apr 11, 2019 4:44 PM
Try to get better at getting them to decline you and you'll have less notes to keep. --50.32.xxx.xx
Fair Housing Records (by David [MI]) Posted on: Apr 11, 2019 5:14 PM
I keep that database of phone numbers. that way I can ignore those who contact me about another house . --50.4.xxx.x
Fair Housing Records (by J [FL]) Posted on: Apr 11, 2019 5:18 PM
I keep a spreadsheet with the names and a brief reason why I wrote them off, but it's more for my use since these people usually contact me again and I don't want to waste time dealing with them a second time. --72.188.xxx.xxx
Fair Housing Records (by small potatoes [NY]) Posted on: Apr 11, 2019 7:26 PM
Since I switched to google voice and forms things are easy. Incoming calls, vm, texts and completed forms (most don't fill one out). It might take longer to go back and forth by text, but I avoid their drama. By not filling out the form many self screen out. It helped me w/ a prospect in a wheelchair leaving rehab. Asked if they could put a ramp in, etc.. but never filled out a form and we had a month long interaction. --24.194.xx.xx
Fair Housing Records (by DJ [VA]) Posted on: Apr 12, 2019 4:05 AM
Busy - I have a notebook, too. But not a whole page for each - just some scribbles I may or may not be able to decipher in the future.
Sid - My M.O. is pretty much like yours. Do you keep all of those texts, emails & pre-screening forms? Or summary notes on their contents? --68.10.xxx.x
Fair Housing Records (by David [MI]) Posted on: Apr 12, 2019 6:23 AM
Most of the time I am away from my laptop and just have my smart phone. If someone emails me about the house and I am otherwise free, I call them right away before they get off to do something else. To take the notes about the call, I just hit reply to their email and make a draft email and type the notes right there.
It's not the most "professional" system, but its stored on cloud, and the notes are linked directly to how they contacted me , and I can quickly search my email using their name or phone number or email to find if they previously contacted me. --144.250.xx.xx
Fair Housing Records (by WMH [NC]) Posted on: Apr 12, 2019 6:35 AM
All inquiries comes through our Preview Questions Form, which feeds into a spreadsheet. 99% of folks are screened out immediately by their self-declared income, and they receive an email to that effect. A few other reasons: violent criminal history, non-neutered animals, seasonal only: all these are documented in a few brief words. So far I haven't even met them yet. --50.82.xxx.xx
Fair Housing Records (by Oregon Woodsmoke [ID]) Posted on: Apr 12, 2019 6:57 AM
I still keep paper records.
Right before school starts, several of the big stores put school supplies on loss leader. I can often buy one subject notebooks for a dime. I will buy a stack of them.
Emails are stored as emails. phone calls get noted in the notebook, who called, their name, who will be living in the house, animals, why they are moving, and anything negative that might possibly get the applicant rejected: roommates, loud noise in background, slurring speech that sounds stoned.
I put down how many kids if they volunteer the information, but I have no problem proving I accept kids. It's so I can remember who the caller is.
With the spiral notebook, pages can be torn out and leave no trace. If that becomes necessary.
With emails, I have a cut and paste reply that everyone gets.
I show the house to anyone who wants to see it and anyone who wants to submit an application can submit an application. The trick is to get the no-hopers to screen themselves out and not submit an application without making them feel discriminated against. --98.146.xxx.xxx
Fair Housing Records (by Oregon Woodsmoke [ID]) Posted on: Apr 12, 2019 7:00 AM
On a separate sheet, I keep a list of appointments, name, time, and phone number. I note if they are late or smell like cigarettes, nothing else, on that sheet. --98.146.xxx.xxx
Fair Housing Records (by Oregon Woodsmoke [ID]) Posted on: Apr 12, 2019 7:02 AM
The pet note from the first call is important. I find that pets disappear between first contact and application if the applicant has been told that the pet won't be accepted.
That happens a lot with cats. I don't take cats. Callers have cats and don't have pets when they submit an application. --98.146.xxx.xxx
Fair Housing Records (by J [FL]) Posted on: Apr 12, 2019 7:42 AM
I started keeping an appointment list too, especially for the open houses, because I would get random non pre-screened people who would show up and waste my time. --72.188.xxx.xxx
Fair Housing Records (by Busy [WI]) Posted on: Apr 12, 2019 9:33 AM
Actually, each prospect gets two pages- the facing pages. So, when I have the notebook open, ONLY one prospectís information is visible. Yes, I do sometimes make notes right in front of people! Usually things they would expect me to write down anyway, like works at....
I also buy at the back to school sales. BUT, since this is your main income, and you will be growing your business much larger than mine, you may need to go electronic, or a hybrid of both. It is very handy for me to have that theme book in the landlord mobile, and when a neighbor stops by while I am rehabbing, inquiring about the unit, I can start THEIR pages right then and there. I am not speedy on electronics, and from my therapy days, much more comfortable with making quick, concise notes in a patientís binder. --70.92.xxx.xxx
Fair Housing Records (by Jeffrey [VA]) Posted on: Apr 12, 2019 9:48 PM
To David, your following premise in not correct - "You don't have to show you treated everyone equally."
If indeed you are accused with possible fair housing discrimination, you may be investigated and YOU will need to prove that the specific circumstances pertaining to the investigation AND your normal procedures and policies demonstrate enough evidence that you treat everyone equally and correctly (from a fair housing perspective). --172.58.xxx.xxx
Fair Housing Records (by Robert J [CA]) Posted on: Apr 13, 2019 11:21 AM
I keep a phone and internet log of the name, time and date of all communication. I also hand out numbered applications with the property address, unit number and the "rent amount".
I had someone say that I discriminated against them and their family. I didn't rent to them. I changed the price when they showed up. I went to a "Housing" court/hearing. Accusations were made against me. I refused to rent unless they paid $250 a month more in rent.
My documents showed I had two apartments in the same building, a single and a 1 bedroom unit. The one bedroom unit was $250 more. The application, ad's and flier showed the same amount was asked from everyone even the reporting party. Also the reporting party had application number 17. I rented to applicant #3. --47.156.xx.xx
Fair Housing Records (by Hoosier [IN]) Posted on: Apr 14, 2019 3:19 PM
I use Google voice, which translates to text and emails it to me...so I have records of all incoming. As far as outgoing, I do most of it via email with "cut and paste" answers that are common to most responses. I do keep a few handwritten notes, but I discard those after a few months. --99.92.xxx.xxx
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