Task: Generate a list of tenants whose leases are due for renewal in the next 90 days, and draft personalised email reminders for each tenant. 

Context: You are a property manager responsible for overseeing multiple commercial properties. Timely lease renewals are crucial for maintaining occupancy rates and ensuring steady rental income. 

Inputs: {File with Tenants Name and Lease Dates} 

Instructions:

You will be analysing the lease database to identify tenants with upcoming lease renewals and drafting personalised email reminders for them.

The output should include a list of tenants and corresponding email drafts.

Here are the steps to follow:

• Review the lease database to identify leases that are due for renewal within the next 90 days.
• Extract the relevant tenant information, including names and lease details.
• Draft personalised email reminders for each tenant, highlighting the upcoming lease renewal date and any actions required.
• Ensure each email includes a clear call to action and contact information for further inquiries.
• Compile the list of tenants and the corresponding email drafts in a structured format.
  
  

Task: Create a lease agreement template that includes standard terms and conditions, rent details, and tenant responsibilities, tailored for commercial properties. 

Context: You are a property manager responsible for drafting lease agreements for new tenants in commercial properties. Ensuring that lease agreements are comprehensive and legally sound is crucial for protecting both the landlord and tenant. 

Instructions:

You will be drafting a lease agreement template that covers all essential aspects of a commercial lease.

The output should be a comprehensive lease agreement template.

Here are the steps to follow:

• Draft an introductory section that includes spaces to add the names of the landlord and tenant, the property address, and the lease term.
• Include a section detailing the rent amount, payment schedule, and accepted payment methods.
• Outline the tenant's responsibilities, including maintenance obligations, compliance with property rules, and restrictions on property use.
• Draft a section on the landlord's responsibilities, including maintenance and repair obligations, and provision of essential services.
• Include standard terms and conditions such as security deposit requirements, lease renewal options, and termination clauses.
• Ensure that the template includes sections on dispute resolution, indemnity clauses, and any applicable legal provisions.
• Review the draft for clarity, completeness, and legal compliance, making any necessary adjustments.
• Prepare the final lease agreement template, ready for use with new tenants.

Task: Compile a report of all pending maintenance requests, including details of the issues, assigned maintenance personnel, and expected completion dates. 

Context: As a property manager, you are responsible for ensuring that all maintenance requests are addressed promptly to maintain tenant satisfaction and property value. 

Inputs: {List of upcoming maintenance tasks with any information available on people involved and task to complete}

Instructions:

You will be reviewing the pending maintenance requests to compile a detailed report.

The output should be a report including the request details, assigned personnel, and expected completion dates.

Here are the steps to follow:

• Review the maintenance request database to identify all pending requests.
• Extract relevant details for each request, including the nature of the issue, submission date, and current status.
• Identify the maintenance personnel assigned to each request and their expected completion dates.
• Organise the extracted information into a comprehensive report format.
• Ensure the report is clear and provides actionable insights for follow-up and resolution.

Task: Develop a preventative maintenance schedule for the next quarter, outlining tasks for HVAC systems, elevators, and common area inspections. 

Context: You are a property manager responsible for maintaining the operational efficiency and safety of commercial properties. A well-structured preventative maintenance schedule is essential for minimising equipment downtime and ensuring tenant satisfaction. 

Input: {Maintenance records for HVAC, elevators and common areas, common area layouts}

Instructions:

 You will be creating a detailed preventative maintenance schedule for the next quarter, focusing on HVAC systems, elevators, and common areas.

The output should be a comprehensive maintenance schedule.

Here are the steps to follow:

• Review the maintenance records to understand the history and frequency of past maintenance tasks for HVAC systems, elevators, and common areas.
• Consult equipment manuals online to recommended maintenance tasks and intervals for HVAC systems and elevators.
• Analyse property layouts to determine the locations and specific needs of common areas requiring regular inspections.
• Draft a quarterly maintenance schedule, dividing tasks into monthly segments. Ensure each segment outlines specific tasks for HVAC systems, elevators, and common area inspections.
• For HVAC systems, include tasks such as filter replacements, system cleaning, and performance checks.
• For elevators, outline tasks such as safety inspections, lubrication of moving parts, and operational tests.
• For common areas, schedule inspections for lighting, safety equipment (e.g., fire extinguishers), and cleanliness assessments.
• Assign responsible personnel for each task, ensuring they have the necessary skills and tools to perform the maintenance.
• Include a tracking system to monitor the completion of scheduled tasks and address any issues that arise during inspections.
• Review the draft schedule for completeness and accuracy, making any necessary adjustments before finalising.

Task: Generate personalised emails to tenants with overdue rent, outlining the amount owed, due date, and payment options. 

Context: You are a credit control manager at a property management company tasked with ensuring timely rent collection and managing overdue accounts to minimise financial risk for the property. 

Inputs: {List of Arrears By tenants and due date}

Instructions:

You will be reviewing the tenant arrears database to draft personalised arrears notification emails.

The output should include a list of tenants and corresponding email drafts.

Here are the steps to follow:

• Review the tenant arrears list to identify tenants with overdue rent.
• Extract relevant tenant information, including names, email addresses, and the amount owed.
• Draft personalised email notifications for each tenant, outlining the overdue amount, due date, and available payment options.
• Ensure each email includes a clear call to action and contact information for further assistance.
• Compile the list of tenants and the corresponding email drafts in a structured format.

Task: Draft a payment plan proposal for a tenant struggling to pay rent, including terms of repayment and any interest or fees. 

Context: You are a property manager responsible for managing tenant relationships and ensuring timely rent collection. Developing a fair and feasible payment plan for tenants facing financial difficulties can help maintain occupancy and reduce financial stress for both the tenant and the property. 

Inputs: {Tenant financial records, Rental agreement, Company Policy} 

Instructions: 

You will be drafting a payment plan proposal to assist a tenant who is having difficulty paying rent. The proposal should include detailed terms of repayment, any applicable interest or fees, and be structured to offer the tenant a realistic path to becoming current on their rent.

The output should be a comprehensive payment plan proposal.

Here are the steps to follow:

• Review the tenant's financial records to understand their current financial situation and the extent of their arrears.
• Consult the original rental agreement to ensure compliance with any existing terms and conditions related to late payments and repayment plans.
• Refer to company policies regarding the handling of overdue rent, interest rates, and allowable fees to ensure the payment plan aligns with these guidelines.
• Draft the payment plan proposal, starting with a clear statement of the tenant's current arrears, including the total amount owed and the period over which the arrears have accumulated.
• Outline the proposed terms of repayment, including the duration of the payment plan, the amount of each instalment, and the due dates for these payments.
• Specify any interest or fees that will be applied to the arrears, ensuring these are in line with company policies and legal requirements.
• Include provisions for what will happen if the tenant fails to adhere to the payment plan, such as potential late fees or escalation to legal proceedings.
• Draft a section where the tenant can acknowledge and agree to the terms of the payment plan, including a space for their signature and the date.
• Review the draft payment plan proposal for clarity, fairness, and compliance with all relevant policies and legal standards.
• Prepare the final payment plan proposal document, ready for presentation to the tenant.

Task: Create a tenant satisfaction survey to gather feedback on property management services, and summarise the results in a report.

Context: You are a landlord managing multiple commercial properties. Ensuring tenant satisfaction is crucial for maintaining high occupancy rates and fostering long-term tenant relationships. You aim to use tenant feedback to improve property management services and address tenant concerns promptly.

Instructions: You will be creating a tenant satisfaction survey to gather feedback on property management services. The output should include a survey and a summarised report of the feedback.

Here are the steps to follow:

• Draft the survey introduction, explaining the purpose and how feedback will be used.
• Develop questions covering maintenance, communication, amenities, and overall management.
• Include a mix of rating scale, multiple-choice, and open-ended questions.
• Ensure the survey is clear and easy to complete to distribute to tenants.

Task: Compile a market analysis report comparing rental rates, occupancy rates, and property values in the local area to help inform investment decisions.

Context: You are a real estate analyst responsible for providing data-driven insights to inform investment decisions. Understanding the local market dynamics, including rental rates, occupancy rates, and property values, is essential for making informed and strategic investment choices.

Inputs: {URLs of different reports, PDFs of reports}

Instructions: You will be compiling a market analysis report to compare rental rates, occupancy rates, and property values in the local area. The output should be a comprehensive report with actionable insights.

Here are the steps to follow:

• Gather local market data, including rental rates, occupancy rates, and property values.
• Analyse the data to identify trends and patterns in the local market.
• Compare rental rates across different types of properties and locations within the local area.
• Assess occupancy rates to determine the demand and supply balance in the market.
• Evaluate property values and recent sales to understand the market's pricing dynamics.
• Summarise your findings in a detailed report, highlighting key insights and trends.
• Include visual aids such as charts and graphs to enhance the presentation of the data.
• Provide actionable recommendations based on the analysis to inform investment decisions.

Task: Develop a job description template for hiring property managers, including key responsibilities, required qualifications, and desired skills.

Context: You are a hiring manager for a commercial real estate firm responsible for recruiting qualified property managers. A clear and comprehensive job description is crucial for attracting suitable candidates who can effectively manage commercial properties and ensure tenant satisfaction.

Instructions:

You will be creating a job description template to streamline the hiring process for property managers. The output should be a detailed job description template.

Here are the steps to follow:

• Review the hiring requirements and company policies for [Company][URL] to understand the specific needs and standards for the property manager role.
• Draft an introductory section that provides an overview of the company and the importance of the property manager position.
• Outline the key responsibilities of the property manager, including tenant management, lease administration, maintenance coordination, and financial reporting.
• Specify the required qualifications, such as educational background, certifications, and relevant work experience.
• List the desired skills, including communication, problem-solving, and organisational abilities.
• Include a section on the benefits and opportunities provided by the company, such as professional development and career advancement.
• Review the draft for clarity, completeness, and alignment with industry standards.
• Prepare the final job description template, ready for use in job postings and recruitment efforts.

Task: Create a training schedule and curriculum for new hires in property management, covering topics such as tenant relations, lease management, and maintenance coordination.

Context: You are a training manager at a commercial real estate firm responsible for onboarding and training new property management employees. A comprehensive training program is essential for equipping new hires with the knowledge and skills necessary to excel in their roles and ensure efficient property management.

Inputs: {old training materials}, {company policies}, {industry best practises}

Instructions:

You will be creating a detailed training schedule for a period of 30 days and curriculum for new hires in property management. The output should be a structured training program.

Here are the steps to follow:

1. Review the training materials, company policies, and industry best practices to understand the key areas to cover in the training program.
2. Develop an outline of the training curriculum, breaking it down into modules that cover tenant relations, lease management, maintenance coordination, and other essential topics.
3. Draft a training schedule that includes the duration and sequence of each training module, ensuring a logical progression of topics.
4. Create detailed lesson plans for each module, including objectives, key points, and any hands-on activities or assessments.
5. Incorporate various training methods such as classroom instruction, online courses, hands-on practice, and shadowing experienced staff.
6. Include a section for evaluating the trainees' progress, including quizzes, practical assessments, and feedback sessions.
7. Ensure the training program is aligned with company policies and industry best practices.
8. Review the draft training schedule and curriculum for completeness and clarity, making any necessary adjustments.
9. Prepare the final training schedule and curriculum, ready for implementation with new hires.