Making a Resident File

File Format

It is important and beneficial to follow the required format for all resident file types. A standard format is established for consistency and is especially important should your property be audited! (Yes, someone else might need to look at your files!). The following is a list of file types and the required format:

Current Resident Files

All Current Resident Files are set up in the exact same manner using:

→ Conventional Properties — letter size, (2) section file folders with fasteners; a regular manila folder can be used or a pressboard folder, which can be recycled each time a new resident moves in.
→ Section 42 — letter size, pressboard, (4) section file folders with fasteners.
→ RD — letter size, pressboard, (4) section file folders with fasteners

Each Current Resident File is labeled with the Apartment Number and Unit Type if using the pressboard folder, or if using manila folders, the resident’s name can be included.
Each Current Resident File contains all required leases, addenda, copy of application, screening results and proof of income (if applicable).
All contents of the resident files is appropriately placed within the section of the file as indicated for the property type.

Conventional Property File Order

Left side: Resident Conversation Sheet – on top Add the following items on the left side of the file as they occur:

General correspondence — such as past due notices, etc.
72 Hour Notices
Violation Letters
24 Hour Notices
Utility Set Up/Termination (received at move in)
Application
Copy of photo identification for all applicants
Screening Approval
Proof of Income (if applicable)
Unit Condition Report

Right side (from top to bottom)

Current Rental Agreement
Previous Rental Agreements
Security Deposit Payment Agreement (if applicable)
Agreement to Execute a Rental Agreement
Pet Agreement (if applicable)
All other Addenda
Proof of Renters Insurance (if applicable)

Tax Credit Property File Order

The information within the first two sections of the file are occupant specific and are removed at the time of move-out. At the time of move-out, remove the contents of these two sections and file in a envelope by resident’s last name/move-out date.

File Specification: Office Depot, product #463810

First Opening of Multi-Part File

Left Side (first document inserted is oldest)

Current Rental Agreement
Tax Credit Lease Addendum
Trespass Addendum to Rental Agreement
Satellite Dish Installation Policy
Unit Condition Report
Utility Set-Up/Termination (received at move-in)
Acknowledgement
Screening Approval
Affordable Housing Application
Copy of photo identification for all applicants

If the resident has completed their initial lease term, subsequent data in this section of the file should include:

Renewal Rental Agreement(s); most recent on top

If the resident receives Section 8 assistance, the initial lease and any interim modifications affecting rent portions are included in this file section in date order, oldest below the newest.

Right Side (first document inserted is oldest)

Tenant Income Certification (TIC)
Income Calculations Sheet
Tenant Income Certification Questionnaire
Employment Verification(s)
Child Support/Spousal Support Payment History
Certification of Child Support
Verification of Deposits/Personal Assets
Under $5,000 Asset Certification

Note: Any subsequent recertifications of income should appear in the same sequence as noted above. The newest income certification should be on top of the income certification earlier completed. Separate certifications using a colored piece of paper.

Second Opening of Multi-part File

Note: The information in the next two sections of the file are unit specific and survive each occupant to become part of the file for subsequent occupants.

Left Side (first document inserted is oldest) – Resident Correspondence such as:

Notes from Conversations
Violation Letters
72 Hour Notices
Balance Due Letters
Requests for Violation Letters (Violation Record)
Notes Received From Residents