The manager log is used to document resident issues, prospect traffic, vendor issues, apartment pricing, current marketing campaigns and concessions. The information in the log book is useful for: completing the “resident conduct” section on the Weekly Progress Report; completing documentation for a request for violation letter; documentation in the event of court action; to document repair history; to show pricing, concessions, and discounts that are implemented, based upon a certain time and not for a specific and distinct applicants.
Creating a Manager’s Log
- A new Manager Log is started on January 1st, the previous year’s log is to be sent to the Employee Resource Center on December 31st.
- Obtain a hardback diary or black/white composition notebook. It is very important to never tear out pages.
Always use clear, accurate, and professional language when filling out property reports.
Instructions
Management logbooks are daily business records of incidents, conversations, observations, and actions written by you and other staff members at your property. This log book can be your defense in a court of law, it can be used by city authorities to prosecute others, and it can be our “witness” to acts by tenants, guest or others. Below are some guidelines for use of your logbooks.
DO NOT TEAR PAGES OUT OF LOG BOOK FOR ANY REASON.
THIS IS A PERMANENT RECORD OF PROPERTY HISTORY.
- Use a pen, blue or black ink is preferable. That way, nothing can be erased from the book.
- Make notes of the events that went on that day. If nothing happened that day, write “No Entries”. Be sure to make some kind of entry each day and be consistent.
- Be specific with your entries. List what the event was, when the event happened, who it was with, and where it took place.Remember the 4 W’s (who, what, where, and when).
- Record arrangements/agreements made by you or others; instructions given to you by supervisors, vendors and/or tenants; observations of tenants, guests, or suspicious activity; vehicle/parking information; telephone inquiries, etc.
- On the cover, list the date of the first entry and the date of the last entry. That will make it easy to refer back to past entries.
Download a copy of the instructions and paste it on the inside cover of your Manager’s logbook.