Congratulations on getting started with Hemlane as your property management platform! If you are a new owner or property manager making the transition, here is a checklist on making that transition. Additionally, below are two templates to help notify your tenants of the change and what to expect next.
Template 1: Ownership or Management Is Not Changing, but You Are Transitioning to Hemlane
Subject: [Important] Change in Property Management System
Hi [Tenant(s)' Full Names],
Starting [transition date], we will be moving over to Hemlane (www.hemlane.com/for-tenants) for our communications, maintenance and repair requests, and rent collection. It tracks everything going on in the rental process to ensure a great experience for everyone involved.
In the next few days, you will receive an email to register. Please do not delay in registering your account.
Rent Collection: You will receive a request to pay rent online and have the option to pay one-time or set up automatic payments. Bank transfers on Hemlane are 100% free. Please do not delay in setting up your bank account, as smaller bank accounts can take up to 2 business days to verify.
Repair Requests: If you have repair requests, please submit them from your dashboard via the "Submit a Repair Request" button. [For Essential and Complete Package Customers: The 24/7 repair and maintenance emergency number is 415-417-1656. Please note that Hemlane is not your property manager but will be coordinating repairs.]
Tech Questions: Any questions about getting your account set up should be sent to support@hemlane.com.
All changes will take place on [Transition Date]. If you have any questions, please do not hesitate to reach out.
We look forward to transitioning to a new and improved way to interact and coordinate property management.
Sincerely,
[Your Ownership/Management Name]
Template 2: Ownership or Management Is Changing and You Are Transitioning to Hemlane
[Your Name | Company]
[Address]
[Phone] | [Email]
[Date]
[Tenant(s) Full Name(s)]
[Property Address]
[Property City, State, Zip Code]
Dear [Tenant(s) First Name],
We would like to take the time to introduce ourselves as the new management for [Property Address]. Your current lease is attached and you are currently on a [term of lease/month to month] lease. The lease amount of $[Rent Amount] USD and payment terms will remain in effect until [the end of your term/further notice].
Rent payments, repair requests, and correspondence going forward should be made through the Hemlane platform (www.hemlane.com/for-tenants). In the next few days, you will receive an email to register. Please do not delay in registering your account.
Rent Collection: You will receive a request to pay rent online and have the option to pay one-time or set up automatic payments. Bank transfers on Hemlane are 100% free. Please do not delay in setting up your bank account, as smaller bank accounts can take up to 2 business days to verify.
Repair Requests: If you have repair requests, please submit them from your dashboard via the "Submit a Repair Request" button. [For Essential and Complete Package Customers: The 24/7 repair and maintenance emergency number is 415-417-1656. Please note that Hemlane is not your property manager but will be coordinating repairs.]
Tech Questions: Any questions about getting your account set up should be sent to support@hemlane.com.
Any correspondence outside of Hemlane's online portal should be sent to the address listed at the top of this letter. The security deposit in the value of $[Security Deposit Amount] USD has been transferred over to us. [Optional: We would like to inspect and address some minor concerns noted in the inspection. Once we have received your Tenant Information Form, we will contact you to coordinate an inspection time.]
We look forward to providing you with exceptional management, including prompt repair service, and maintaining a safe and enjoyable place to live. Please do not hesitate to reach out if you have any questions.
Sincerely,
[Your Name]
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