Keeping accurate records of exchanges and monitoring obligations is important when managing leases.
It is important to keep all written correspondence and record the content of all telephone conversations and meetings relating to lease management issues in writing. If there is ever any ambiguity as to the intention of a particular lease provision, these records could assist in negotiations/discussions.
Keeping copies of all communications (eg letters, emails, notes recording telephone conversations, meetings etc.) in a centralised electronic document management system will also assist in supporting the agency’s position on any issues that may arise. This information can also be valuable when rental reviews are undertaken.