Keep taking notes or am II wasting my time?

Question

So, I try and make a little note about conversations/interactions that I have with my tenants and file it with that property. To date, I’ve been using dropbox and making notes, but I haven’t done the best job in the last few months of keeping up.

So, my question is versus going back and trying to log conversations, am I just wasting my time? ￼￼

My thought process on this was should I ever go to court over some type of a matter I would have a log detailing the tenants time at the property and what all has gone on to be able to present in court. I’ve obviously never had to do that and I’m now wondering if it’s even more my time doing so￼

Patricia Steiner · Answer

Rock on...there's nothing quite like responding to a tenant with a "well, on June 24th at 3:00, you confirmed that the repair was made and that you were satisfied with it." If you ever file a Small Claims Lawsuit, Eviction, or response to a municipal complaint, documentation that is dated/timed is accepted (and expected) to support your position.

It's only a waste of time until you need it. Then it's priceless...

It's only a waste of time until you need it.  Then it's priceless...

Cory Lucas · Answer

@Joe Splitrock awesome stuff! Thanks a ton, you always provide some seriously helpful feedback. Thanks for weighing in

Joe Splitrock · Answer

Personal notes are absolutely considered substantiating evidence. When asked how you remember a conversation, you just show you take notes of every conversation. It can still be disputed, but it adds credibility to a witness. Verbal testimony is very common in court, so of course this is useful.

I agree with the suggestion of following up any important conversation with a text confirming the conversation. I tell tenants I do this so that I don't forget what we agreed to. Just make sure that your tenant responds to the text, something like "I agree" or "correct". An unanswered text might as well be verbal. Another tip on texting, we use Google voice for texting. All texts and voice mails are transposed and emailed to us. This makes record keeping easier and more permanent.

Keeping notes is not only good for tenants and legal issues, but also for the IRS. The IRS actually requires you to keep records documenting travel and business expenses. Having notes could be the difference between them allowing or disallowing certain expenses in an audit. If you want to prove you materially participate in your rental business, notes are a good source of evidence to support.

Tim Herman · Answer

@Cory Lucas Unless someone was with you when you talked to your tenant or you recorded the conversation you do not have anyway to back up your notes. If you end up in court it would be your word against the tenant. That is why I said to text the tenant a synopsis of your conversation asking if what you texted is correct. You now have confirmation by your renter that what you texted is correct. Written over verbal, unless their is a witness.

Cory Lucas · Answer

@Mindy Jensen yep! My thoughts exactly, appreciate the insight. Very helpful

Cory Lucas · Answer

@Patricia Steiner fantastic advice and that’s why I started doing it in the first place. Life got in the way a bit and I got behind then it snowballed

Cody Lewis · Answer

It's likely not time wasted. As @Patricia Steiner stated, if you ever need to go to court, you'll have some documentation. If you're talking to a tenant about request you could also start training them to email you "so you don't forget" it. I've used this tactic before to create a digital paper trail and used the excuse, "so I don't forget" or something to that effect.

Cory Lucas · Answer

@Cody Lewis fantastic thought! I love it, very tactful. Thank you

Bruce Woodruff · Answer

I think you're wasting your time. Either record everything (with their permission of course) or just forget it and go old school.

Scott M. · Answer

I am of the opinion every time you talk to a tenant it should be documented.  Emails and texts are easy but I do suggest you keep track of calls, what was discussed and the outcome, the date, who you talked to etc.  Anything call that has a decision or a follow up event for either party I would text it as a follow up and ask them to confirm.  If you end up in a situation you never want it to be he said/she said, you want a document trail.  Going back is your call but I for sure would get in the habbit again.

Keep taking notes or am II wasting my time?

Most Popular Reply