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

    💲 Arrears

    • (Arrears) General SMS

    • (Arrears) SMS - no answer

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

  • 3

    💵 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

    📃 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

    🍂 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

    ⭐ Google Reviews

    • (Google) Request for Google Review (formal)

    • (Google) Request for Google Review (relaxed)

  • 7

    🗝️ 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

  • 8

    📜 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

    👋 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

    🎍 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

    🐾 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

    💰 Rent Increase

    • (Rent Increase) Advise to Tenant

  • 13

    🔍 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)

  • 14

    💪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

  • 15

    😘 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

    🏡 Selling a Tenanted Property

    • (Sell) Advice to Tenant - Fixed Term Lease

    • (Sell) Advice to Tenant - Periodic Lease

  • 17

    🎋 Agency

    • Example of Slack Protocol for office

    • Property Manager Skills Assessment

  • 18

    🤓 Random but Useful Stuff

    • (Unallocated Funds) Email to Tenants

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

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

    • (Storm) Advice to tenants about storm preparation

  • 19

    🎄Christmas Hours

    • (Xmas) Initial email to tenants

    • (Xmas) Email to Owners about Christmas Hours

    • (Xmas) Email to Tenants about Christmas Hours

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

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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.