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. 

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

What's inside The X Files Vault?

  • 1

    📢 How to Navigate The X Files

    • Introduction

    • Finding what you need

  • 2

    🎋 Agency

    • Example of Slack Protocol for office

    • Property Manager Skills Assessment

  • 3

    💲 Arrears

    • (Arrears) General SMS

    • (Arrears) SMS - no answer

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

    • (Arrears) Tenant confirming payment plan

    • (Arrears) Owner confirming payment plan

    • (Arrears) Consistent late payer

    • 💖 PROCESS - Tenant is consistently late & has a part-payment

    • (Arrears) Tenant with part payment to next rent cycle

  • 4

    💵 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

  • 5

    📃 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

  • 6

    🤔 Change of Contact (not ownership)

    • 💖 PROCESS - Change of Contact (not ownership)

    • (Chg Contact - POA) 1. Next steps required

    • (Chg Contact - POA) 2. Confirm contact

    • (Chg Contact - POA) 3. Advise solicitor

  • 7

    🍂 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

  • 8

    🎄Christmas

    • (Xmas) Initial email to tenants

    • (Xmas 2020) Email to Owners about Christmas Hours

    • (Xmas 2020) Email to Tenants about Christmas Hours

    • (Xmas) Reminder SMS to Owners & Tenants about Christmas Hours

    • (Xmas 2020) Email - Christmas Message to Owners

    • (Xmas) Email - Out of Office Autoresponse

  • 9

    ⭐ Google Reviews

    • (Google) Request for Google Review (formal)

    • (Google) Request for Google Review (relaxed)

  • 10

    😧 Insufficient funds held to pay invoices

    • 💖 PROCESS - Insufficient funds are held to pay an invoice on an owner's behalf

    • (Insuff Funds) Email - Owner to pay invoice directly

    • (Insuff Funds) Email - Owner to deposit into trust account

    • (Insuff Funds) Email - Owner not avail to call

  • 11

    🗝️ 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

    • (Approved Tenant) Unseen - Confirm Initial Conversation with Owner

    • (Approved Tenant) Unseen - Tenant - 3 days before move in

  • 12

    🏖️ Leave / Holidays

    • (Leave) Advising clients PM is going on leave

  • 13

    📜 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

  • 14

    🔒 Lockdown Love

    • (Lockdown) NSW Tenants

    • (Lockdown) VIC Tenants

    • (Lockdown) Other States Tenants

  • 15

    👋 Lost Management

    • (Lost Management) Advice to Tenant

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

    • (Lost Management) Owner - property sold vacant possession (2)

    • (Lost Management) Owner - moving to another agency

    • (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)

  • 16

    🍼 Maternity

    • (Mat Leave) Advise owner PM is going on Mat Leave

    • (Mat Leave) Advise tenant PM is going on Mat Leave

  • 17

    🏘️ Neighbours

    • (Neighbour) Replacing/Repair Fence - Option 1

    • (Neighbour) Replacing/Repair Fence - Option 2

    • (Neighbour) Introducing your agency

  • 18

    🎍 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)

  • 19

    🪅 New Business - Retaining Management After-Sale

    • 💖 PROCESS - Retaining Management After-Sale

    • (Retained) Email - Copy of Management Authority

    • (Retained) Email - once settlement has taken place

    • (Retained) Email - Advice to tenant of change

    • (Retained) Email - Goodbye to selling client

  • 20

    🐾 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

  • 21

    💰 Rent Increase

    • (Rent Increase) Advise to Tenant

  • 22

    🔍 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

    • (Routine Inspection) Feedback to tenant to action (no breach)

  • 23

    🏡 Selling a Tenanted Property

    • (Sell) Advice to Tenant - Fixed Term Lease

    • (Sell) Advice to Tenant - Periodic Lease

  • 24

    💪Takeover 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

    • (Takeover) Advise owner file has been collected

  • 25

    👷 Tradespeople/Suppliers

    • (Tradie) Disclose relationship to owner

  • 26

    😘 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

  • 27

    🤓 Random but Useful Stuff

    • (Fin Year) Owner advise ATO data matching

    • (New Year) Welcome to 2021 - Owner

    • (Noise) Advise tenant there have been noise complaints

    • (Pool) Tenant - warning about portable pools

    • (Security) Owner - PME Login Required for Links in Emails

    • (Storm) Advice to tenants about storm preparation

    • (Security) Tenant - PME Login Required for Links in Emails

    • (Unallocated Funds) Email to Tenants

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Your eXpert

Co-Founder and PM Xpert

Terri Handy

Terri Handy is obsessed with finding a simpler, easier and faster way to do things. It can become tedious for those who live with her at times but, she figures “hey, they benefit so what’s the big deal? “ A reformed Coke Zero addict but still battling the hold M&M Peanuts have over her, Terri has never understood the appeal of coffee but don’t mess with the way she brews her Green Tea with Rose Petal. Most of her career has involved customer service in one form or another, with stints as a Motelier, Agency Owner and even a tiny dabble in recruitment before firmly finding her place in helping to implement positive change in the property management industry.