Setting Up Your Filing System
Your filing system is very important. To be able to locate items quickly is of paramount importance. The following system will work for any kind of business. However, please note that many of the files discussed are specific to lease purchasing.
You should have a general drawer, which contains banking information, supply information, general forms, business license, answering machine message, expense envelope. Anything of a general nature.
Your Real Estate files should have a general section for correspondence(sent and received), faxes sent, e-mails sent, consultation correspondence, forms letters, signs(for rent), general advertising, prospects, consultation prospects.
You should have a file drawer that contains all your contracts and forms.
You should have a file drawer for marketing materials. Flyers, brochures, letterhead, cards, newsletter.
You should have a file drawer for clients. A file for each client. For Lease Purchase a separate file for sellers, this should also contain tenant/buyers and be separated into open and closed. Open contains property you are currently working on. Closed are those properties you have found tenant/buyers for and have completed the deal.
If you take credit cards, a file drawer for monthly transactions.
You should also have a file drawer for any products you sell.
The files that should be handy and placed in your graduated tray are: (Note: Some files are specific to Lease Purchase only)
1. Calls to Make
2. Database Entries – You can note on letter or fax or e-mail which database to enter it into or I prefer, to avoid any mistakes to make separate files.
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