Owning Rental Property Without Managing Tenants: Why I Use Property Managers

by | BiggerPockets.com

A few weeks ago, David, a co-worker of mine, got on the topic of investing in rental properties.  After what seemed like 20 minutes, I found out the following about David:

  • He owned a 4-plex ten years ago
  • He lost a lot of money
  • He hated dealing with tenants
  • He will never buy an investment property again

What I deciphered from his story was that he took on too much.  He handled every aspect of his rental business (tenant management, repairs, rent collection, marketing vacancies) all while trying to perform well at his day job.  Eventually, a few evictions, property repairs, and a couple of seasons of prolonged vacancy was enough to send David packing.  The situation was so bad that he sold his property at a $40K loss – ouch!

What is sad about David’s story is that it is not all that uncommon.  Hearing David’s story made me realize that I too was on that path.  It is in my nature to over-commit and to try and take on everything in my path.  In my last article, I discussed how this is still very much a trait I have to work at managing.

In today’s post, I wanted to highlight a few ways I have been able to minimize the day-to-day aspects of my rental portfolio by utilizing local property management.

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The Need for a Property Manager

It was right about when we acquired our fifth single-family rental when thing started to fall apart.  Of course, I was trying to handle everything from marketing vacancies and maintenance requests to finding new inventory for our portfolio – all while holding down a demanding full-time job.  I should probably mention that our market is located two hours away from our primary residence.  Needless to say, it was just too much for me.

I understand that there are plenty of investors who are extremely efficient and juggle everything seamlessly, but I am not one of them.  It wasn’t so much that the work was time-consuming, it just wasn’t interesting or what I enjoyed focusing on.  When my wife and I initially decided to get into the rental business, we wanted as passive an income stream as possible.  We sat down and reviewed our options and decide to start looking for a local property management company to take the reins from me.

Here are a few ways we found our initial property management contacts:

  • Craigslist – we looked at companies that were the most active on the site
  • Contractors – we asked our local handyman for recommendations
  • Real Estate Agents – we reached out to agents we had worked with prior and asked for a referral
  • Google – we simply googled “property management” and searched customer reviews

After we compiled a master list, I spent a Saturday afternoon calling everyone on the list (roughly 20 contacts).  This was a great exercise because it helped me identify which companies were answering their phones on the weekend (only three did).  Of the companies I spoke with, only one was willing to show the property, the others just wanted to check out the keys.

We eventually decided to use a growing company who only managed 40 units.  The reason for this was that the larger companies seemed preoccupied with their larger clients and weren’t hungry for my business.  I also knew that if I handed over five single-family homes at once, I could probably leverage that for a better monthly rate.  It turns out I was right.  I was able to negotiate them down from a monthly rate of $85 to $70 per house.

Almost immediately after turning over the properties to our management company, I felt a huge weight lifted from my shoulders.  I was able to continue focusing on acquiring new deals while spending quality time doing non-real estate related things on the weekend.

Having dealt with professional property management for the past two years, here are a few additional ways I’ve leveraged their services to increase my cash flow:

Make ready:  Once we close escrow on a new property, I forward a list of repairs to our rental coordinator who handles scheduling various contractor visits.  He compiles a list of bids for me and I approve the work as needed.  An added perk is that our contractors bill the management company, so I don’t even write a check initially for the work.

Walkthrough:  I have our handy man walk through all of our properties on an annual basis.  I set up a reminder in Outlook; when it pops up, I email our property manager who coordinates the walkthrough with our tenants.

Funneling information:  I’ve asked our management company to contact me only during 8:00 a.m. to 5:00 p.m. weekdays unless of course the matter is extremely urgent.  I’ve also asked them to only advise me if we don’t have rent by the 5th of the month.  Mostly all of our correspondence is done via email, so I can address the issues when I have time versus being interrupted by an unexpected phone call.

Eviction and court:  In the instance that I have to show up for a court hearing, our property manager is willing to show up in our place.

Problems and solutions:  I can’t say we’ve got this item nailed down, but my end goal is to train the company to present me with possible solutions as problems arise.  In the past, they would call just to inform me of a problem.  Eventually, I would like them to have a few possible solutions for me to choose from.  Again, we’re not quite there yet, but we’re working on it.

In closing, let me be clear that no one will care as much about your properties as you will.  HOWEVER, hiring a management company doesn’t mean you stop caring about your business – it just frees you up to focus on other aspects of the business.  I’m not saying that this is the best option for everyone, but if you don’t have the desire or time to directly manage your properties, this could be a great option for you.

Photo: kyleschultheis

About Author

Arthur Garcia (Google+) Arthur is a buy and hold investor in Southern California who is buying up dozens of homes while working a full time job. Arthur acquires properties using a combination of hard money, HELOCs, partnerships and private investors.


  1. Arthur,
    I have to completely agree with your post since my wife and I are buy and hold investors as well. In addition we move every couple of years and have property in several states and overseas (Hawaii) so property management for us would be a little difficult. I’d like to add I have two kids and most of free time is devoted to them. I really hate there are so many absentee mothers and/or fathers today. Kids need our attention and not the computer screen. Looking forward to your future posts.


    • Hi Tom,

      Thanks for the kind words. It sounds like you have your hands full. I guess it would be difficult to show your properties from Hawaii 😉

      I’m happy to hear you and your wife have decided on what you want real estate to do for you and not the other way around. I, like you, would rather spend time doing other things than dealing with the day-to-day of the rental business. I’ve been there and done that and, it just isn’t for me, even when out portfolio grows to a point where outsourcing the work to a local company doesn’t make financial sense, I’ll probably hire someone or negotiate a better deal with our PM.

      Tom – purchasing across multiple states is no easy task, do you work with local investors or a turn-key company?


      • Arthur,
        I’ve been able to purchase my properties at each location the Army has sent me. I was in Hawaii from 2001 to 2005 and that was when we purchased our first home. Some of the properties were homes we lived in and then rented them out. Other homes were purchased for strictly for investment purposes.

        I haven’t convinced my wife to purchase from other investors but that appears to be the next step. I just have to find the right deal and then go over the investment to make sure she’s comfortable.


        • Tom,

          Wow! You have been a busy man! Getting the wife on the same page is definitely a smart move.

          Are you guys still able to obtain conventional financing?


  2. Good points, Arthur. If you can find the right management company they are worth $70/property all day long. I sure wouldn’t want there job, (eg: managing 100 properties for $7,000/month).

    • Hey Steve!

      I couldn’t agree with you more. Eventually (7 years down the road), we’ll probably farm this out to an internal person, but for now this seems to work the best. It has been a lot easier for me to manage one or two contacts versus multiple tenants. Nothing is perfect, I still have to be active with the ongoing maintenance issues, repairs, etc., but it is definitely easier for me to scale.

      It sounds like you recently took on a new person to do the same thing – has that made your business run smoother?


  3. An excellent article Aurthur. As a property management company owner, trainer and speaker I too am amazed at how few agents actually answer their calls evenings and weekends anymore and I think that’s one of the first and best tests of any company – to do as you did and call them after hours, and see what type of response you get. My experience says you’ll not get a response at all from 50%, 30% will call you back the next day and only 20% will answer the calls.

    And I loved how you began your article with the example of your friend who owned his 4plex and hated the experience. So many people are penny wise and dollar foolish with their investments, believing they are ‘saving money’ by not hiring a good property manager. Currently our company portfolio is at 99% occupancy, and 94% of rents collected by the 5th each month. How many private investors achieve these same results? or realize their failure to do so costs far more than what a good manager earns?

    To add to excellent advice you offer Aurthur, perhaps one of the most comprehensive tools I’ve ever seen for selecting a property manager can be found here : http://www.managemyproperty.com/articles/hiring-a-property-management-company-25

    • Todd,

      You are right, it is pretty interesting how few businesses and sales professionals fail to complete the basic tasks of the job like returning phone calls!

      Looking at my friend David’s story, if had he “farmed out” the day to day part of the business, he would probably still have a sizable cash flow stream and more time to earn more capital in his day job. If had he stayed active in real estate over the last ten years, he would have likely doubled his initial investment 2-3Xs already. Instead, he took a huge loss, and spent the past decade investing his excess capital in the stock market which has been brutal on his portfolio. Like you said – penny wise, dollar foolish!

      Thanks for linking the article.

      Do you have any other recommendations for investors looking to cultivate a successful relationship with a local Property Manager?


      • Aurthur I will pose my only other recommendation in the form of a question – for all the ‘frugal’ folks out there!

        Question: Which of the below 3 is the best way to manage your investments?
        1. Self-Manage – collect 80% of annual scheduled rents. Do my own repairs in 2-3 weeks/turnover. Lease default rate higher.
        2. Hire Cheapest Manager – pay $70/month and collect 90% of annual scheduled rents. Manger takes 1-2 weeks to do turnover using marginal vendors at retail cost. Lease default rate moderate.
        3. Hire Best Manager – pay $100/month and collect 97% of annual scheduled rents. Manager takes 3 days to do turnover using quality vendors at wholesale cost. Lease default rate low.

        Few landlords realize their greatest expenses are vacancy, turnover costs and lease defaults…. NOT MANAGEMENT. Just ask your co-worker David with the 4-plex! 😉

        • Todd,

          These are great questions.

          I think a lot of folks overlook the value a PM can bring to their business. Over the long-haul you are absolutely correct vacancy and turnover will eat up cash flow in a big way. If they factor in the additional expense of hiring a PM on the front end I think they will be much happier with the asset. That of course all depends on the quality of the PM and their ability to manage them.

          Thanks again!!!


        • Hi Todd,

          I checked out the site and it seems like a wonderful tool. I put in my zipcode I wish to invest in and it returned back over 40 PM firms. I’m sure one of them is good. I am a big believer of working with people better than you because they will be worth their money and their experties 10 folds in the long run.


        • Jason,

          You couldn’t be more right – find experts and hire them. I’ve found doing so has made me far more money, than the expense of hiring an expert.


  4. I’m working a hybrid approach. I have a tenant in the area who holds keys and will post notices for me for a small fee. I outsource tenant placement and evictions to a local PM who works ala carte. I also outsource all the repairs to various entities.

    What stops me from going full turn key is a few things.

    #1… I LOVE receiving rent checks in the mail each month. Seeing that PO Box full of envelopes is just plain fun.

    #2… I’m frugal. I don’t like paying someone to simply answer the phone. If all the PM company is going to do is answer the phone and call a contractor and charge me for both having answered the phone and mark up the contractor’s rate… I don’t see the use. That takes a few minutes of time and while I do have a busy job, I can shuffle things around fairly easily to free up a few minutes to deal with minor issues.

    #3… I’m trying very hard to brand my rentals. All of my rentals will eventually be of a certain quality and all of my tenants will know the level of support and service they get from their landlord (me). Ultimately this should allow me to keep tenants longer (lower vacancy), fill vacancies faster with referrals (lower vacancy and placement cost), and potentially charge above market rates due to the service. I am already seeing some of this in the few units I currently have and feel going to a generic PM company would destroy that.

    All that said, there are definitely days I’ve wanted to say “Floop it!! Outsource it all!” Mostly when my tenants are bickering at each other like 6 year olds… but I haven’t caved yet. Question back to you, any regrets having gone with a PM?

    • Nathan,

      Sorry for the delay in my response (I’ve been traveling for work).

      Here are my responses to our points:

      #1 – I do miss that! Looking at a bank statement online is not the same as walking into the bank with a stack of fat checks 😉

      #2 – I hear ya. The good news is that company we use charges a flat rate and does not mark-up the contractor’s labor. We pretty much use our own handyman for everything. Perhaps somewhere down the road, I will find a way to take the phone calls and just have our handyman do the local work and cut out the management all together. The biggest issue I had was collecting rent when my tenants were late. I hated chasing them around or negotiating with them. I’m sure there is a way to do that and save on the PM expense, but the distance (2 hours away) makes it a little more challenging.

      #3 – I think that is a smart move. You are right, in the long-run, you’ll keep tenants longer and will likely obtain solid referrals.

      Do I have any regrets?

      Well, no one company is perfect and we’ve had to kiss our share of “frogs” before we founds the company we liked working with. I am still very active with my properties and I talk to our PM 2xs a week either over the phone or on email. I still feel like I am in control and it has definitely helped me reduce the workload. That being said, it is still a process and I still have to work at making the communication better.

      I hope that helps!


  5. Arthur,
    Truly accept with your points, bought my first rental 2 months back and selected PM to manage it, but cost is bit high compare to your numbers. PM is charging 8% but I feel it’s worth since i am novice landlord. Investing spare time to look for next deal.


    • Aravind,

      It sounds like you are on your way to generating a nice side income. Keep up the great work. Over time, you’ll likely be able to leverage your portfolio to negotiate a better deal. At then end of the day, the best return you can make is probably working in your day job. Focus on saving money, finding a good deal (one that will carry the 8% PM expense) and qualifying for a conventional loan.

      Thanks for commenting.


  6. Brandon Turner

    Arthur, as usual – you nailed it. Thanks again for the reminder to work on the business, not in it. My wife and I manage our own, but only because it’s my full-time job AND we have an inside resident manager who does 90% of the dirty work.

    I do think its important, however, for people to at least try to manage their own for a while. Maybe just one property, maybe for just a year. I think the experience will make you much better at dealing with the property managers later. Of course, it’s not required, but I think managing tenants is a good skill to have even if you don’t want to be the property manager.

    Thanks again Arthur!

    • Brandon,

      Thanks for the kind words!

      I think your business model makes perfect sense, especially given your situation. I like that you still have another person managing your “dirty work”. At the end of the day, it is all about doing more of what you like and trying to build a business around that.

      Also regarding personally managing the properties, I actually agree with you. Speaking from my experience, managing my rentals was extremely helpful in learning the business. It also helped me realized the value in having someone else handle the “dirty work”.

      Take care!


  7. Jeff Brown

    Hey Arthur — This excellent post is a solid cautionary tale for those insisting on the DIY approach.

    Also, there’s an axiom I’ve adopted, based upon far too much experience, on both sides of the management table. “Most professional management companies are pretty dang good — ’til the day they’re not.”

    • Jeff,

      You absolutely correct – PMs are good until they are not – lol! I think it is one of those aspects of the business you have to constantly monitor. No one company is perfect, it comes down to testing and trying new ways to minimize the workload.

      Thanks for the note!


  8. Arthur,

    That 2 hours is quite a haul. I would certainly PM everything as well.. We have all our stuff close by (within 25 miles) and three of our properties are less than 5 miles from our primary.

    We finally have good handymen, an AC expert, and a plumber that I absolutely trust. It’s really managing rent pickups, and filling vacancies that is left to us. So far we are going to stay in the battle, but we will be handing over the keys eventually as well.

  9. I have been at this for 30 years…I have 166 units,,,,I have absolutely no use for property managers…Tried several times to move to “professional Managment” what a gang of zeros. Most could not rent an apartment to save their lives…never never never again…So much easier to run properties with my own team and MUCH MUCH more profitable…

    • Hi Dan,

      Wow 30 years at this business, huh? Sounds like you’ve been burned pretty bad with PMs. I can definitely understand/relate to that.

      I think there is definitely a “tipping point” in this business were farming out the work to PMs doesn’t make any sense. With 166 units, I would agree that “in-sourcing” the work makes far more sense. The goal of my post was to highlight that preforming the day-to-day tasks of the rental business is probably not the best use of an investors time. In many instances that makes more sense to out-source this to another party (internal or external) so investors can focus on the best use of their time – finding deals, raising capital, etc.

      Congrats on your success and thank you for sharing your thoughts!


  10. We have a smaller selection of PMs who mostly charge between 8-10% of gross rents, with the average three bedroom house going for $1400 this can get steep fast. I have tried a PM in the past but they put in crappy tenants who I had to evict within 3 months.

    I have a different PM who helps me out to fill vacancies but I still am involved in the final decision on tenants, as well as due diligence. Any evictions are handled by a paralegal. And a handyman calls tenants directly and makes the appointments, I just confirm that the work has been completed and when they entered the units. All our properties are within 30 minute drive.

    Im really not sure what a PM would do for me. Answer the phone and use the contractors that I give them to use? We are at a point where we may hire someone to do this internally for us part time. OUr rental stock are mostly SFH that are less than 20 years old. We have been adding 3-4 properties to our portfolio each year for the last 5 years.

    I would be interested to know when people in the bigger pockets community feel hiring internally makes sense. We probably spend 10-12 k a year on the PM helping us with vacancies.


    • Hi Quentin,

      Thanks for taking the time to reply to my post!

      From what you’ve posted it sounds like you’ve really worked hard to create a very systematized operation, so congrats on that. I’m not quite at the point where hiring someone internally makes sense, but when my portfolio reaches that point, I will definitely have to follow in your footsteps (I suspect we are still a 2-3 years out). For now, the goal is to grow the portfolio and spend my energy working in my day job or just doing other things I enjoy (non-RE related).

      A fellow investor in my market, Steve Landis just wrote a post about in-sourcing property management. The article may be of interest to you:


      Congrats on all your success!



      • Thanks for the plug Arthur. I was telling another investor friend of mine about our guy and he said I should make a blog post about it.. seeing this article reminded me I need to get it posted.

        I think self-managing or in-house managing isn’t right for everyone. Really if you have a “day job” that you get paid above $15/hr or live more than 30 minutes from your properties it just doesn’t make sense to do it yourself.

        We actually considered buying a property management company, but after looking at the books we felt the business model just doesn’t make that great economic sense. They want tons of disclosures, clean properties and repairs fixed asap. They aren’t as concerned about length of occupancy, quality of tenant or the long-term value/cost of repairs. Obviously, every party is after what is most profitable for them. If you can pick the right management company that can buy into how achieving your goals is a good for them too it can work out fine.

        Now that I am outside of the day-to-day of management I can focus a lot more on higher dollar value items. I’m glad I self managed, I learned a lot, I got a good idea of what tenants want and what are reasonable expectations. And boy am I glad my phone rings about 50% less.

  11. Well spoken Arthur,

    You have enforced what I already planned to do when I began buying investment properties for rent. I know that I am not a handyman, nor do I have the time to deal with many of the day-to-day activities, so I know that a property management company can help a great deal. Thanks.

    • Thanks for the kind words Garrett!

      The main goal of this post was to let other investors know that you have still have success in real estate, even if you don’t want to spend your time managing tenants.

      A word of caution, PMs are an interesting bread. You may have to kiss a lot of frogs before you find one that works best for you.

      Best of luck as you start your investing journey!


  12. I have a question about a different approach, and would appreciate advice from those of you with experience using PM’s and doing it on your own. My spouse and I are looking towards getting back into real estate investing, after liquidating several rental properties and moving to another state. Since we are still building our bank account for buy and hold rental properties, we would like to get into our current market as property managers. This approach would achieve several things: 1. Teach us about the in’s and out’s of this market. 2. Give us first-in-line positioning for purchasing properties that owners want out of or agents know about. We have a passion for all things real estate and currently both work in the design & construction fields.

    We have experience managing tenants, living as a tenant (when we first relocated) and dealing with the awful service of local PM’s, and plan to develop a service that respects tenant and owner needs. My spouse is a contractor and we are considering offering handyman services as part of one of our PM packages. Anyone have any comments on this as a business model for re-starting as an investor? We would both keep our current jobs (I work for myself) until the income stream from this business becomes something that would allow at least one of us to leave our job.

  13. Thanks Arthur for your original post about managing while keeping your day job full and the rest of your life, Lord knows we all only have 24 hours in a day. I have just one SFH rental, and I’m partnering doing rehab flips with a very successful guy. And the time factor is a big part of making the partner agreement work out best. He’s very efficient, also an investor, has 4 projects always going on, and I’m learning these things from him in a condensed manner,
    Managing my one tenant seems to take more time than it should, compared to the rehab I’m doing, just saying that is what I’m seeing for me, perhaps with more units like yourself, I could have management by folks who do it all day long, and learn it from them, hmmmm maybe should just hire them for the one, for a while and learn the best practices….anyway thanks for posting…and all the comments everyone is making are of extremely good value to me…thanks!

  14. I’m very curious as to why it was so important for you to have a property manager who answered on the weekend and yet you only want them to call you M-F. I am both an investor and a Property Manager and I do not work EVERY weekend – I would be completely burned out if I did because as you well know our phone never stops ringing between both owners and renters. I try as hard as you do to limit calls, outside of an emergency, to M-F 8 -6 pm. I provide my owners and tenants stellar service but if I were to take each and every call or text at all hours and on the weekends I would literally not have an hour to myself every day.

    • Hello Lisa,

      The reason I want someone to answer the phone on the weekend is for a couple of reasons. The first is in case of emergencies, I want someone to be able to get to the property ASAP if something is happening – fire, lockout, etc. The second reason is to have a live person fielding calls for vacant properties or to show the active vacancies to prospective tenants. This type of work is time consuming, especially for me (I live 2 hours away from my market) and I’d rather outsource this type of work so I can spend my free time doing what I want. I agree with you, I too would be burned out if i took all the phone calls from the day-to-day business, this is why I had to outsource the labor. I already have a full workload with my day job and PM isn’t a business I’m interested in doing, at least not at this point.

      It sounds like you’ve found a happy medium in your business, so congrats on that front. PM is a tough business and I admire anyone who can do it successfully.

      Thanks for posting a comment. I hope it helped clarified my reasoning.



      • Thanks for responding so quickly – I do understand the need to respond to repairs/emergencies. If you find yourself searching in the future I just hope you do not use that as your sole basis for determining a good fit – I have to screen tenant calls to see if they are actually an emergency or a nuisance call – i’ve found if you don’t establish boundaries with tenants then they will call at all hours for no reason that has a firm basis. Plus, when i’m showing property I try to give the client i’m with the courtesy of not answering my phone every two minutes because it is very distracting and can take away from the showing experience – or it may just simply be my day off and i’ll check the VM & respond if urgent and necessary. I just wanted to share my feedback becasue i’ve been on both sides.

        • I think this mindset is exactly why landlords and property managers have a hard time being on the same page. You are mentioning all the reasons it is inconvenient for you to work on weekends. That is why a landlord hires you.

          A big portion of my tenants have jobs from 9-5. That’s why I accept them because they have a job unlike some of the tenants calling during business hours. Many of them cannot view a property until after 6 PM or on weekends. Some of them cannot even take phone calls at their job.

          Sounds like you need to hire someone to work weekends and after hours. You will rent properties much quicker.

  15. As a property manager you need to have some type of service whether it’s you or someone else
    That can take calls 24hours a day for emergencies. If not then I don’t see how someone could effectively
    manage any property. Our #1 goal is to take care of the property.

  16. All – i’m a little surprised at all the negative feedback. at the same time it is good to hear all sides – but reminder that I am also a landlord so I do see both sides. If I have a service that takes the call then they still have to call me and give me the message – to me that is no different than voicemail and a quick return call. I have no problem renting properties, in fact I often have a waiting list. I am not saying that I would not work nights or weekends only that I limit it to when it is absolutely necessary. I also work hard to not spend my owners money which sets me completely apart from other property managment companies – i’d be curious how many landlords/investors have had to incur a $85 Air conditioning service call because the battery in the thermostat went dead. I’ve gotten up at 6 am for toilet overflowing calls but i’m saying that not every 6 am call is for a toilet – tenants will call you whenever and no I don’t think that i’m being paid to be the tenant go to – I represent the landlord as my primary client and their best interest. I was merely trying to tell Arthur not to use that as the only deciding factor because you can be good at this and have a life too. We are a professional industry and should be treated as such.

    • “I think this mindset is exactly why landlords and property managers have a hard time being on the same page. You are mentioning all the reasons it is inconvenient for you to work on weekends. That is why a landlord hires you.”

      –This comment seems to sum it all up. A good PM should run their firm like a responsive professional dental office. You are given clear info on the answering machine, and an emergency # to call if you need to talk to the dentist while he is golfing. The dentist calls back in an hour or less after hearing your voicemail and assessing what the problem is. If necessary, he meets you at his office or gives you other instructions until he can see you on Monday. If my dentist was answering the phone after hours, that would be a concern to me–what’s wrong with setting expectations with the tenant up front so you can establish mutual respect and an understanding of how calls are handled BEFORE you rent to them?

      Having direct, respectful conversations with them during the showing would likely determine how they function as a tenant. I realize some tenants never get the concept, as I’ve had my share of those, but it would seem the lowest quality PM’s would make catering to their erratic needs a top priority. I think there are more efficient ways to handle this that benefit everyone.

      This is where vetting tenants comes in. If you rent to tenants unclear on the concept, you’ll have a lot of unecessary calls. Having a PM that is good at

  17. Hiring a management company to handle rental properties does more than just free time. It gives you the opportunity to make better decisions and keep your properties at tip top shape. This was the main decision that I made in my business years ago that totally made sense…thanks for the post!

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