To help us serve you as quickly and efficiently as possible, we would like to share a few tips for communicating with your property management team.

Email is our primary and most effective method for tracking, filing, and assigning work orders. Because our company manages thousands of individual units across many communities, clear and complete information allows us to resolve your issues without unnecessary back-and-forth delay.

Why Specifics Matter
When an email arrives with minimal details, our team must spend extra time identifying the building and location before we can dispatch a vendor or technician.

• Example of a vague request:
  • Subject: Lock not working
  • Body: The lock on the door isn’t working, please check into it. – John Smith

While the location may feel obvious to you, our managers receive many requests daily across multiple properties—many of which have several entrances, common doors, and amenities. Providing exact details right away guarantees your request gets routed to the right vendor immediately.
Email Formatting Best Practices
To help us address your message without delay, please format your requests using the following structure:

1. Subject Line: Format as [Building Address/Name] – [Unit Number] – [Brief Description]
   • Example: 8000 Smith Street – Unit 2B – Main Entrance Lock Issue
2. Body of the Email: Clearly detail the specific question, maintenance issue, or location in the building (e.g., “front entry door handle” vs. “the door lock”).
3. Photo Attachments: When reporting physical maintenance issues, please attach photos directly to the email rather than embedding them in the body text.
   • Tip: Wide-angle photos taken from a short distance are preferred over close-ups, as they provide full perspective and context for repair technicians.
   • Tip: Try to attach the pictures in a widely acceptable format like a JPEG file.
4. Contact Details: Always include your full name, address, and unit number, and preferred phone number so we can reach you immediately if clarification or emergency access is needed.  This cuts down on the time to look up your information in the system and allows us to have it immediately accessible.

Emergency vs. Routine Requests

• Routine Maintenance & Inquiries: Send via email using the guidelines above. These are monitored during regular business hours and addressed in the order received.
• Urgent Emergencies: For active leaks, fires, gas odors, or immediate safety hazards, please follow our guidelines from a past article. Our after-hours emergency number is 312-447-0911.

Thank you for your cooperation and partnership. Following these simple steps helps our team respond faster and maintain your community to the highest standard!