Below are some suggested prompts to consider when populating AI Knowledge for your organization. This information is also available in a Google Sheet - feel free to make a copy for yourself!
Rent Payments
- When is rent considered late?
- Does the community offer a flexible rent program?
- Does the community offer payment plans?
- What are the accepted forms of payment?
- Does the community have a dropbox for rent payments?
- Is there a fee for insufficient funds?
- Can management reverse a specific charge, like a late fee?
- Was is / is not included in a resident's base rent? What fees should residents be aware of?
- Where can residents view a copy of their lease?
- Can residents pre-pay rent? Are there any discounts or incentives for early rent payment?
Utility Billing & Providers
- What utilities are covered in the rent?
- What utilities are billed separately?
- How are utility bills calculated?
- When are utility bills posted?
- Who are the providers for internet and cable?
- Can residents choose their internet and cable providers?
- Are there building limitations for internet providers, like Google Fiber?
- Are utilities setup prior to move-in, or does a future resident need to activate them?
Package Management
- How are onsite packages managed?
- How are residents notified of a package?
- Are package pick-up times limited?
- Do residents need a separate app for package notifications?
- Who should residents contact if they are informed of a package delivery that can’t be found?
Trash Management
- How is trash managed at the community?
- Does the community offer valet trash?
- What should residents do to dispose of large items?
- What should residents do with cardboard boxes?
- Does the building offer recycling?
- Is trash removal included in the rent?
- Are there specific days or times for trash pickup?
- Does the building offer composting services?
Parking Management
- Are parking spaces assigned or available to all residents?
- What should a resident do if someone is parked in their reserved spot?
- Does the community offer electric charging? If so, how is it billed?
- Is guest parking available? Do guests need to register their car?
- Does the community have a towing company?
- Who should residents contact if their car was towed?
Access Control
- Will residents be charged for additional fobs or keys?
- Will residents be charged for an additional mailbox key?
- How are guests and visitors managed at the community?
- Do residents need a fob to access common areas?
- If there is a call box, how is information updated?
- Is there a gate code for any common area gates?
Communications
- Is wifi available in the common areas?
- If so, what is the common area network and password?
- How do residents opt-in or opt-out of text message conversations?
- How are resident updates communicated?
After-Hours Support
- Who should residents contact for an after-hours maintenance emergency?
- Who should residents contact for a lockout?
- Does the community have security officers?
- Does the community have cameras?
Renewals
- When are renewal offers issued?
- How much time do residents have to decide on their renewal offer?
- Does the community offer renewal transfers? If so, what is that process?
- Is a transfer fee charged for renewal transfers?
- Can residents negotiate their renewal offer?
- What lease terms are available for renewing residents?
- Is there an early termination fee for breaking a lease agreement early?
- Can resident sublet their unit?
- Does management offer month-to-month renewals?
- If a resident does not provide adequate notice to vacate, what happens?
- Will rent increase at the time of renewal? If so, by how much?
- How much notice is required before moving out or electing to renew?
Unit Inspections
- Will the management team enter the unit at any time for a unit inspection?
- If unit inspections take place, how much notice is provided?
- How are damages assessed?
- Does the community conduct occupancy inspections?
- What is the permission to enter policy?
Resident Life
- Does the community allow residents to have candles in their apartment?
- Is smoking allowed in any areas of the community?
- Can residents rent out the amenity spaces? If so, is there a charge?
- How do residents update their renters insurance?
- Are there quiet hours or noise restrictions?
- How can residents submit a complaint about their neighbors?
- What is the guest policy? Are long-term guests permitted?
Security Deposits
- What is required to get security deposit returned in full?
- When will management return my security deposit?
- Can I pay my final month's rent out of my security deposit?
- Do you offer alternatives to a security deposit?
Applicant Screening
- What documents are necessary to submit an application?
- What are the income and credit score requirements?
- What happens to the application fee if the applicant does not pass the screening?
- Does a pending application reserve the unit for the applicant?
General Maintenance
- What maintenance tasks are the responsibility of the resident (changing lightbulbs, replacing filters, etc.)?
- When are the communal areas (hallways, lobby, gym) cleaned?
- How frequently are appliances serviced (HVAC, laundry, refrigerators, etc.)?
- What pest control measures are currently in place? How often are pest control services scheduled?
- What is management's policy on in-unit renovations or changes to the unit (fixture installations)?
- When does management turn on/off the HVAC systems?
- Is hot water shared across units, or does each unit have its own water heater?
- How energy efficient is the unit? What appliances, windows, and insulation come standard?
- Are locks changed between tenants?
Move In
- How does a resident receive the keys to their unit?
- Are there specific hours for moving in or out?
- How does a resident reserve an elevator for move in or large delivery?
- Can residents reserve parking for moving trucks?
- How do residents set up or transfer utility accounts upon move-in?
Pet Policy
- Is the community pet friendly?
- What is the pet fee?
- Are there any breed or size restrictions?