How do you document rule violations and track notices at smaller parks?

Question

Trying to understand how operators handle the enforcement workflow at parks under 75 lots. When a resident has a junk vehicle or lease violation, what does the process actually look like: documenting it, issuing written notice with the correct cure deadline, tracking whether it got resolved? Have people found a system for this, or is it still photos by text and letters from a Word template? Asking because it sounds like the documentation piece is what tends to cause problems when things escalate to eviction.

Justin Stamper · Answer

Are you self operating this park? or have on site/off site management?

we have a process for all three, they are all just different!

if you're self managing it all starts with proving the attempts of contact and rectifications of issues by proof of posting such as photo evidence on door and certified mail

Richard F. · Answer

Trailer park, 8 unit walkup, detached single family home, all have the same general issues. First, what does local law say regarding Tenants in general, and do they specifically address mobile home rentals? Assuming Tenants received and acknowledged, in writing, a set of rules with a clear fining schedule at move in, you need to give proper Notice per local law of X number of days to cure. I always copy/paste the specific section(s) of rules or Rental Agreement that they are in violation of, and wherever possible include a photo or screengrab of the actual violation which includes address, license plate, or enough visual information to absolutely identify the correct location and/or identity. This first notice is mailed Certified, with Return Receipt Requested. This way, you get a signature either from the Resident that accepts it, or a return by the USPS stating it was refused or other disposition. The signed or annotated green cards returned by USPS are held as evidence if you need them later.

Follow up the day after end of cure period, if issue has been addressed, just file your copy of the Notice, photos, and the green card for future reference. If it has not been addressed, take additional pics, and then take the next step based on local law and/or the terms of your Rental Agreement. Follow through. Do not cave. I learned long, long ago, that phone calls and friendly reminders do not change behavior. Invoices do.

Again, depending on local law, if allowed you deduct the amount due from their next rent payment, which means their rent is now late if they did not pay the specified penalty. Once the late fee date passes, issue Notice of late rent and late fee in the same manner, and follow through, moving to an eviction process if necessary. In some states, Trailer home "evictions" are pretty simple. Hook up and drag it off your property. But check local law!

Proper documentation is critical in all aspects of LL/Tenant relations, and Property Management in General.