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Legal Document Storage Checklist
Lease Agreements
Ensure all lease agreements are signed by both the tenant and the landlord or authorized representative.
Store original lease agreements in a secure, fireproof filing cabinet or safe.
Create digital copies of each lease agreement and store them in an encrypted and password-protected digital storage system.
Tenant Screening Documentation
Keep records of all tenant applications, including those not approved, for at least the period required by law.
Maintain records of background and credit check reports with confidential information securely redacted.
Archive all tenant correspondence related to the screening process, including emails and written communication.
Maintenance and Inspection Records
File copies of all property inspection reports, noting any repairs or maintenance that was required and completed.
Retain records of all contractor agreements and invoices for services performed on the properties.
Document all tenant maintenance requests and the responses or actions taken to resolve the issues.
Financial Documents
Store all property-related financial records, including rent receipts, invoices, and expense reports.
Keep copies of annual tax filings and supporting documents for the appropriate duration as required by tax laws.
Securely file bank statements, check ledgers, and payment records related to property transactions.
Insurance Policies and Claims
Maintain current and past insurance policy documents, including coverage details and expiration dates.
Document any insurance claims made, including details of the incident, claims reports, and settlement information.
Regularly review and update insurance policies to ensure adequate coverage for all properties under management.
Legal Correspondence and Notices
Preserve a copy of all legal notices served or received, such as eviction notices, lease violation warnings, and compliance letters.
Organize legal correspondence by property and date for efficient retrieval and reference.
Ensure that confidentiality is maintained for all sensitive legal communications, and access is restricted to authorized personnel.
