17 JUN 19

MINI-HAT

How to do “Utilities Cycle”

 

                Because of the fact that the families are buying houses on land contracts, they are not able to have the utilities and other services put in their name, so what they must do is have the utilities put in our name and the statements will come to us. Some companies will allow us to have 2 mailing addresses, us and the family, but some will only allow us to have the mailing address. So utilities will come to us, and what we will do is scan them, put them into the central properties folder, and then e-mail the PDF to the family and let them know that they are in receipt of a utility or some sort of service bill.

 

  1. Scan the statement.
  2. Download the statement from the scanned folder on the google drive.
  3. Move the statement from the scan folder into the property folder, in the property’s Miscellaneous Folder.
  4. Find the family’s e-mail address in the trust. If there are multiple e-mails, go ahead and take them all.
  5. E-mail the .PDF of the utility to the family, and write a message of some sort.
  6. The subject line should be something like, “EasyHomes: Utility Statement”
    1. Body:
      1. “Not sure if you are receiving these in the mail, but in case you aren’t I wanted to go ahead and send these to you. Go ahead and give the city a call and see if you can get the mailing address switched over to your address. If you need any help with getting it handled give me a call.”
      2. It should be something like this. Most families will not call the city, or write back to you. This will let you know which families are even reading these or not.
  7. After you have gone ahead and sent the e-mail to them, log a note in the matrix, something like, “Water Bill for 20 April 20 e-mailed to family.” Something like this that indicates that the statement was sent to them.
  8. With the original statement, place it in the Family Folder in the file cabinet.
  9. Conditional: There may be a house that you come across that does not have a family in it. For cycles like this you would need to call the City, find out how much is due if the statement does not indicate, write an ARF to have the investor, or E&H pay the amount due, and then PO for Treas to pay the amount due.

 

PATRICK