RECORD RETENTION POLICY CHECKLIST

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--- GENERAL REAL ESTATE TRANSACTION DOCUMENTS ---
[ ] Date of Purchase Agreement
[ ] Purchase Agreement Document
[ ] Date of Closing
[ ] Closing Statement/HUD-1
[ ] Summary of Key Contractual Terms
[ ] Purchase Price
[ ] Financing Type (Cash, Mortgage, etc.) (Cash, Mortgage, Seller Financing, Other)
[ ] Title Insurance Policy
[ ] Date of Deed Recording

--- LEASE AGREEMENTS & TENANT RECORDS ---
[ ] Lease Agreement Copy
[ ] Lease Start Date
[ ] Lease Expiration Date
[ ] Tenant Communication Log (Significant Events)
[ ] Rent Amount
[ ] Security Deposit Usage (If Applicable) (Normal Wear & Tear, Damage Beyond Normal Wear, Unpaid Rent, Cleaning Fees, N/A)
[ ] Tenant Screening Method (Credit Check, Background Check, Rental History, Income Verification, Other)
[ ] Date of Tenant Move-In
[ ] Date of Tenant Move-Out

--- MORTGAGE & FINANCING DOCUMENTS ---
[ ] Loan Origination Date
[ ] Loan Amount
[ ] Loan Application Notes (if applicable)
[ ] Loan Application Documents (e.g., W-2s, bank statements)
[ ] Loan Type (e.g., Conventional, FHA, VA) (Conventional, FHA, VA, Other)
[ ] Appraisal Date
[ ] Appraisal Report
[ ] Title Insurance Company (First American Title, Old Republic Title, Chicago Title, Other)
[ ] Date of Last Loan Statement Review

--- PROPERTY MANAGEMENT RECORDS ---
[ ] Last Vendor Contract Review Date
[ ] Summary of Significant Property Maintenance Issues & Resolutions
[ ] Number of Open Maintenance Requests
[ ] Copy of Current Property Insurance Policy
[ ] Types of Maintenance Services Contracted (e.g., Plumbing, Electrical, Landscaping) (Plumbing, Electrical, Landscaping, HVAC, General Repairs, Pest Control)
[ ] Primary Property Management Software Used (Buildium, AppFolio, Yardi, Rent Manager, Other)
[ ] Date of Last Pest Control Service
[ ] Description of Routine Property Inspections Conducted

--- TITLE & ESCROW RECORDS ---
[ ] Title Search Reports
[ ] Title Insurance Policies
[ ] Escrow Instructions
[ ] Recordation Date (Deed)
[ ] Policy Number (Title Insurance)
[ ] Closing Statements/Settlement Sheets
[ ] Type of Title Opinion (Preliminary, Final, Other)
[ ] Exceptions to Title Documents

--- LEGAL & REGULATORY COMPLIANCE ---
[ ] Fair Housing Act Compliance â€“ Training Records (Records Maintained, Records Not Maintained)
[ ] Last Fair Housing Act Training Completion Date
[ ] Summary of Current Fair Housing Policies & Procedures
[ ] Copy of Advertising Materials (to demonstrate compliance)
[ ] Lead Paint Disclosure Compliance (for properties built before 1978) (Compliance Procedures Established, Compliance Procedures Not Established)
[ ] Number of Formal Fair Housing Complaints Received (past 3 years)
[ ] Description of procedures for handling tenant complaints related to discrimination.
[ ] Accessibility Compliance (ADA/State Laws) (Compliance Procedures in Place, Compliance Procedures Not Established)

--- INSURANCE RECORDS ---
[ ] Property Insurance Policy Documents
[ ] Policy Number
[ ] Policy Effective Date
[ ] Policy Expiration Date
[ ] Summary of Coverage (Brief Description)
[ ] Coverage Amount (Property)
[ ] Coverage Amount (Liability)
[ ] Insurance Provider (Provider A, Provider B, Provider C, Other)
[ ] Insurance Claim Documentation (if applicable)

--- TAX RECORDS ---
[ ] Year of Property Tax Assessment
[ ] Assessed Value of Property
[ ] Property Tax Amount Paid
[ ] Date Tax Payment Made
[ ] Copy of Property Tax Bill/Receipt
[ ] Notes regarding tax appeals or disputes (if applicable)
[ ] Tax Parcel Number
[ ] Tax Exempt Status? (Yes, No)

--- ELECTRONIC COMMUNICATION RECORDS ---
[ ] Date of Email/Text Exchange
[ ] Summary of Communication Content
[ ] Communication Type (Email, Text, Chat) (Email, Text Message, Chat Application (e.g., Slack, Teams))
[ ] Relevant Parties Involved (Names & Roles)
[ ] Attachment(s) - Relevant Documents/Images
[ ] Subject Matter Category (Purchase, Lease, Maintenance) (Purchase, Lease, Maintenance, Legal)
[ ] Unique Identifier/Reference Number (if applicable)

--- DUE DILIGENCE & ENVIRONMENTAL RECORDS ---
[ ] Phase I Environmental Site Assessment (ESA) Report
[ ] Phase II Environmental Site Assessment (ESA) Report (if applicable)
[ ] Summary of Property Condition Report Findings
[ ] Presence of Asbestos (Based on Inspection) (Yes, No, Unknown)
[ ] Presence of Lead-Based Paint (Based on Inspection) (Yes, No, Unknown)
[ ] Date of Environmental Inspection
[ ] Soil Sampling Results (if applicable)
[ ] Description of any identified environmental concerns
[ ] Review of Flood Zone Maps (Yes, No)

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