@Erwin McClainIf you've lived in your current primary for 12+ months, there is no need to notify your current lender. 

You took two days to respond once we notified you of the work completed.

Which ultimately created a chain of events, leading me to not be notified? 

Once you are able to create your own mailing lists as an agent it might be more economical to use one of the many marketing companies that target agents to handle your direct mail campaign.  

Basically everytime someone forecloses in Dallas my buddies get notified as soon as that happens to they 

As for his portion of it if you need to refund it, at least where I'm at (check your local laws) you would just send it to his last known address if he doesn't have a forwarding address and notify him with any contact information you have (phone and email).

I'm a new agent and have been watching a lot of videos on direct mailing and have checked out a couple printers.

Pick a county/state to mail in.2.

A few things I would like are1) a lease in their system2) facilitation of rent payment and reminders3) a way for tenants to submit their issue and their system notifies me.

If you accessed only common areas, notice was probably not legally required but it was not courteous of the owner not to notify the tenants that he might have guests walking the commons-- and it also sounds like the tenant responded rudely but a rude seller and/or a rude tenant doesn't change the value of the property; if it's a good deal I wouldn't worry about that.