[Management Company Name] Maintenance Division · Turns · Preventive Maintenance

[Month DD, YYYY]

[Recipient Name]

[Street Address]

[City, ST 00000]

Dear [Recipient Name]:

Thank you for your recent correspondence regarding [Property Name]. This letter confirms what we discussed and sets out the next steps, the responsible party for each, and the dates by which you can expect them to be complete.

Our vendor has been scheduled for [date] between [time window]; you will receive a reminder the business day prior. Per the terms of the lease and applicable notice requirements, this letter also serves as written notice of entry for that appointment. If the window does not work, please contact our office at least [00] hours in advance and we will reschedule at no charge.

A copy of this correspondence has been placed in the property file. If you have questions about the work, the schedule, or your account, our management team is available during posted office hours and our emergency line is staffed around the clock.

Sincerely,

[Your Name]

[Title] · Maintenance Supervisor