Based on your valued feedback we've created 'The X Files', an easy to access vault of all of our amazing templates and resources. Some of these templates are already available inside Foundation X courses and some are standalone templates that don't really need a full course for explanation.ย 

We encourage you to check The X Files Vault often, as each week we'll be updating it with new templates for you to use.

Already a Foundation X Member?

If you are, please go ahead and open the X Files now, if you're not, please see purchase options below...

What's inside The X Files Vault?

  • 1

    ๐Ÿ“ข How to Navigate The X Files

    • Introduction

    • Finding what you need

  • 2

    ๐Ÿ’ฒ Arrears

    • (Arrears) General SMS

    • (Arrears) SMS - no answer

    • (Arrears) No answer, unusual for tenant to be behind

  • 3

    ๐Ÿ’ต Bank Account - Requests to Change Details

    • (Bank Account) Form to request change of bank account details

    • (Bank Account) Confirmation email to owner after request to change received

  • 4

    ๐Ÿ“ƒ Break Lease

    • (Break Lease) Confirmation to Tenant of intention to break their lease

    • (Break Lease) Confirmation of conversation with owner

    • (Break Lease) Vacating Guide for Owner - further information

    • Attachment to Owner Email (Vacating Guide for Owner - further information)

    • (Break Lease) Link to Advertisement for owner

    • (Break Lease) Link to Advertisement for tenant

  • 5

    ๐Ÿ‚ Change of Property Manager

    • (New PM) Email to owner from Principal/Head of Department regarding change of Property Manager

    • (New PM) Confirmation of Introduction Phone Call to Owner

    • (New PM) Notification to Tenant of a change of Property Manager

  • 6

    โญ Google Reviews

    • (Google) Request for Google Review (formal)

    • (Google) Request for Google Review (relaxed)

  • 7

    ๐Ÿ—๏ธ Leasing

    • (Approved Tenant) Confirmation of conversation with owner

    • (Application) Email to owner after no answer

    • (Approved Tenant) Congratulations email to tenant with important information

    • (Approved Tenant) Invitation to Online Access - Tenant

    • (Approved Tenant) SMS to Owner - tenant has signed lease

    • (Approved Tenant) Copy of Lease for Tenant

    • (Approved Tenant) Copy of Lease for Owner

    • (Approved Tenant) SMS to Tenant - 1 Day After Lease Start Date - Reminder to return ECR

    • (Approved Tenant) Tenant reminder to return Entry Condition Report

    • (Approved Tenant) ECR not returned within 3 days

    • (Approved Tenant) Copy of Entry Condition Report for Tenant

    • (Approved Tenant) Copy of Entry Condition Report for Owner

    • (Approved Tenant) SMS to Owner - tenant has collected keys

    • (Approved Tenant) SMS to Owner - tenant has paid their 1st rental payment on time

    • (Vacating Tenant) Link to advertisement for the Owner (Re-let)

    • (Approved Tenant) Information Guide - Mould Prevention

  • 8

    ๐Ÿ“œ Lease Renewals

    • (Lease Renewal) Email to tenant gauging their intentions

    • (Lease Renewal) Email to owner asking if they are happy to renew lease

    • (Lease Renewal) Initial email to tenant with offer

    • (Lease Renewal) Email to Tenant advising sent lease sent electronically

    • (Lease Renewal) Email to tenant following up lease

    • (Lease Renewal) Copy of Renewed Lease for Owner

    • (Lease Renewal) Copy of Renewed Lease for Tenant

    • (Lease Renewal) Tenant advised not staying

    • (Lease Renewal) Advise Owner, tenant not renewing

  • 9

    ๐Ÿ‘‹ Lost Management

    • (Lost Management) Advice to Tenant

    • (Lost Management) Due to Sale of Property - Owner

    • (Lost Management) Example of a Letter to Terminate an Owner (Formal)

    • (Lost Management) Example of a Letter to Terminate an Owner (Management Unprofitable)

    • (Lost Management) Example of a Letter to Terminate an Owner (Property not to Standard)

    • (Lost Management) Example of a Letter to Terminate an Owner (Poor Behaviour by Owner)

  • 10

    ๐ŸŽ New Business

    • (New Business) Email with copy of Management Authority (Vacant Property)

    • (New Business) Email with copy of Management Authority (Takeover of Management)

    • (New Business) Welcome to Agency (from Director/Principal)

    • (New Business) Invitation to Online Access for owner

    • (New Business) Email - Link to advertisement for owner

    • (New Business) Investor Needs Analysis (survey)

  • 11

    ๐Ÿพ Pets

    • (Pet) Initial request for a pet received from tenant

    • (Pet) Confirmation Pet Application Received sent to Tenant

    • (Pet) Email to owner when they are undecided about a request for a pet

    • (Pet) Confirming conversation with owner when they have said YES to a pet request

    • (Pet) Confirmation conversation with owner when they have said NO to a pet request

    • (Pet) Advice to tenant their request for a pet has been approved

    • (Pet) Advice to tenant their request for a pet has been DECLINED

  • 12

    ๐Ÿ’ฐ Rent Increase

    • (Rent Increase) Advise to Tenant

  • 13

    ๐Ÿ” Routine Inspections

    • (Routine Inspection) Invitation to owner to attend 1st Routine Inspection of tenancy

    • (Routine Inspection) Advice to Tenant of Upcoming Routine Inspection

    • (Routine Inspection) Reminder SMS to tenant 24 hours before inspection

    • (Routine Inspection) SMS Cancelling inspection at short notice

    • (Routine Inspection) Report for owner

    • (Routine Inspection) Remote Inspection - Initial email to tenant

    • (Routine Inspection) Remote Inspection Report to owner

    • (Routine Inspection) After COVID-19 restrictions have softened - 1st inspection notice to tenant

  • 14

    ๐Ÿ’ชTakeover Management from Another Agency

    • (Takeover) Other Agent Advice about collection of "file" (Option 1)

    • (Takeover) Other Agent Advice about collection of "file" (Option 2)

    • (Takeover) Welcome to new tenant

  • 15

    ๐Ÿ˜˜ Vacating Tenant Process

    • (Vacating Tenant) Confirmation of Intention to Vacate sent to tenant

    • (Vacating Tenant) Guide for Final Inspection for Tenants (attachment to confirmation email to tenants)

    • (Vacating Tenant) Confirmation of conversation with owner to advise tenant is vacating

    • (Vacating Tenant) Email to owner with Information Guide

    • (Vacating Tenant) Information Guide for Owners

    • (Vacating Tenant) SMS to tenant - reminder about disconnecting utilities

    • (Vacating Tenant) Refund of bond to tenant

    • (Vacating Tenant) Confirmation of Tenancy Finalisation sent to owner

  • 16

    ๐ŸŽ‹ Agency

    • Example of Slack Protocol for office

    • Property Manager Skills Assessment

Purchase Options

If you subscribe to the Foundation X Membership you get full access to The X Files Templates and Resources Vault along with all the other Foundation X courses and other amazing membership benefits, including Membership Perks all for the one low monthly cost (cancel anytime). Alternatively you can purchase lifetime access to The X Files outright through the single access purchase option below.