SAMPLE - PAGE 1 GETTING STARTED WITH YOUR NEWSLETTER. PropertyManagementNewsletters.com

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1 GETTING STARTED WITH YOUR NEWSLETTER The information in this document will facilitate setting up your newsletter and explain what to expect with each issue update. Please read through the following steps and contact Dee Allomong if you have any questions. We use EchoSign (echosign.com) to process the contract and agreement forms electronically. You ll receive an with a link to these documents, requesting you review them and sign electronically. Client Newsletter Contract Can-Spam Act Agreement (for newsletters only) Here s what you need to do next: 1 - Sign the Contract(s) and the CAN-SPAM Agreement (if applicable) ASAP As soon as possible, read and sign the Client Newsletter Contract(s) (all newsletters) and the Can-Spam Act Addendum ( newsletters only) through EchoSign. If you have questions about the contract or addendum, contact Dee Allomong at newsletters@landlordsource.com or (cell). IMPORTANT: The setup process will NOT begin until we receive the above forms. o We will send a few reminder s to request the signed documents and information. o If still not received, we will send a cancellation notice by notice approximately one month from the original transaction date. o If canceled, Property Management Newsletters / Let s Talk Property Management, LLC. will refund the amount paid less a $50 transaction fee. 2 Complete the Newsletter Setup Form (see pages 7-11) All Newsletters After you submit your electronic signature for the Contract and Addendum (through EchoSign), fill out the Newsletter Setup Form as completely as possible. Save the updated Newsletter Setup Form and return it via attachment to newsletters@landlordsource.com. It is important that you this document do NOT fax. SAMPLE - PAGE 1 Complete the Newsletter Setup Form as accurately and completely as possible to ensure we have all the information needed to begin your setup project. Remember when filling out the form to include the company information you want displayed in your newsletter this information will show on the side of your next to the article information. If you do not want information included, write do not include in the space provided. If you have questions about the Newsletter Setup Form, contact Dee Allomong at newsletters@landlordsource.com or (cell). 1

2 3 Send company logo and artwork All Newsletters Artwork Formats o Acceptable formats: jpg, tiff, and gif o Unacceptable formats: a logo shown on a Microsoft Word document; art on your website; artwork displayed on a PDF. o If you have questions about format, contact Dee Allomong at newsletters@landlordsource.com or (cell). Company and Association Logos o Send your logo (jpg, tiff, or gif format) via attachment to newsletters@landlordsource.com o The Property Management Newsletters team does not create logos. Additional artwork: o If you wish to have a staff or regional photo, clipart, or other custom images, send them (jpg, tiff, or gif format) via attachment to newsletters@landlordlordsource.com.. o Property Management Newsletters does not research or purchase graphics. Therefore, if you have other graphics you want included, please attach them to an , and send. We will advise you if they are adaptable to your newsletter design. (You can research and purchase images through stock photography sites, like istockphoto.com. ) 4 Send Contact List Newsletters Only Put together your contact list ( addresses) for your owner and/or tenant newsletter. Send a separate list for each newsletter format one list for owners and one list for tenants. Property Management Newsletters will protect your contact lists and there will be no distribution to any other parties. The list must be in spreadsheet (such as Excel) or comma delimited file (.csv) format. Your bookkeeping software or Outlook should be able to export to one of these formats. The list CANNOT be in document format (e.g. Microsoft Word or PDF). Include a first name, last name, and address for each person. It may also be helpful to have some type of unique code for identification (like the ID code you have assigned to the client in your property management software). There must be a unique row for each person. If there are 2 addresses in one row, only the first address will receive the newsletter. Check the list for accuracy. o Remove any contacts that do not have an address they will not get the newsletter anyway. You can always add them later, after requesting an address o Check for invalid addresses. If an address is not correct, the contact will not receive it, it will bounce. You will receive notifications when the newsletters bounce, which gives you an opportunity to request a new address from your owner or tenant. SAMPLE - PAGE 2 2

3 5 Confirm your permission to your owners and tenants Newsletters Only Remember that your company will be liable if you violate the Can-Spam Act. Here are suggestions for obtaining permission for newsletters. This is not necessary for web page newsletters. Contact your owners and tenants through your current system or mail them a letter. Let them know that you are starting the newsletter as an additional service to them and ask for permission to send it to them. When they confirm permission, form a list of contacts (see #4 above) and send it via attachment to Property Management Newsletters (newsletters@landlordsource.com) Maintain the permission responses in an electronic or paper file as documentation, in the event there is a problem. Remember that you are liable under the Can-Spam act if someone reports you to a government authority and there are penalties. The chance of someone doing this is rare, but you want to protect yourself If you don t hear from your contacts within 30 days, you may want to send them another request. Remember, if they don t respond, it probably means they do not want it and you do not want the liability. When we create your newsletter list, we will send another confirmation to your contacts. This is one more chance for them to unsubscribe if they do not want to receive the newsletter. We also send a confirmation to each person you add to the list on an ongoing basis. New people are added through a signup web form or when you us additions. You may wish to add agents to your owner newsletter list. This is completely acceptable, as long as these agents are signed up through your web form. We do not import agent lists. We only import owner and tenant lists. SAMPLE - PAGE 3 3

4 Here is suggested wording for an Owner or letter Subject Line: Important news from (Your Company Name) - PLEASE REPLY Message: Dear (First Name): As your property management company, we want to keep you informed. As part of our continuing service, we have developed an newsletter to keep investors informed about the Property Management Industry. Our goal is always to provide the best management services to our clients. We hope you will enjoy this publication it will be start (first issue date) and you will receive it (monthly, quarterly).if you do not wish to receive this newsletter, you can use the unsubscribe link and we guarantee you will be removed immediately. If you have any questions, please info@yourcompanywebsite.com and I will be happy to respond. Sincerely, Name Company Name Company Information Here is suggested wording for a Tenant or letter Subject Line: Important news from (Your Company Name) - PLEASE REPLY Message: Dear (First Name): As your property management company, we want to keep you informed. As part of our continuing service, we have developed an newsletter to keep residents informed about important issues and announcements regarding our company. Our goal is always to provide the best management services to you. We hope you will enjoy this publication it will be start (first issue date) and you will receive it (monthly, quarterly).if you do not wish to receive this newsletter, you can use the unsubscribe link and we guarantee you will be removed immediately. If you have any questions, please info@yourcompanywebsite.com and I will be happy to respond. Sincerely, Name Company Name Company Information SAMPLE - PAGE 4 4

5 Property Management Newsletters Reminders and Notifications We send automated reminder notifications that ensure you always know when your updates are due. These reminders are sent via and pre-scheduled electronically. They will arrive at the same time each month unless otherwise notified by Dee Allomong. We do not customize the newsletter schedule on a per-client basis. All updates are due by the 10 th of the issue month. Please visit to view a calendar. Quarterly issues are produced in December (Winter), March (Spring), June (Summer), and September (Fall). 1 st of the issue month. You will receive the first request for updates. The updates are due no later than the 10 th of the month. 8 h of the issue month. If we haven t received your updates yet, you will receive a second request. This will remind you that the updates are due no later than the 10 th of the month. We schedule time to work on changes between the 10 th and the 20 th of the month. 20 th of the issue month (or before). We will send you a proof of the updated newsletter, asking you to review it and reply with approval or change requests. You must respond with change requests no later than the twenty-fifth (25 th ) of the issue month, preferably ASAP. We make your changes as quickly as possible and, upon request, send you a revised proof. This is rarely necessary since the changes are generally minor. We will send the newsletter to your contacts on the distribution date for the issue month. This is generally the last Tuesday of the month, but may vary based on conventional holidays. We update the distribution dates once a year and maintain an updated copy on our website. SAMPLE - PAGE 5 5

6 Newsletter Distribution Dates for 2012 These dates are set up electronically and scheduled on Tuesdays since this creates the most success for delivery. It is imperative that you submit changes to all proofs as quickly as possible. Subscriptions must be contracted, and paid for, a minimum of 45 days in advance of the newsletter issue. Example to have a May 2010 issue, you must contract for a subscription by April 10, This is because of the time necessary for the design of the newsletter. Distribution Date Newsletter Issue October 25, 2011 November 2011 November 29, 2011 December 2011 December 27, 2011 January 2012 / Winter 2012 January 31, 2012 February 2012 February 28, 2012 March 2012 March 27, 2012 April 2012 / Spring 2012 April 24, 2012 May 2012 May 29, 2012 June 2012 June 26, 2012 July 2012 / Summer 2012 July 31, 2012 August 2012 August 28, 2012 September 2012 SAMPLE - PAGE 6 September 25, 2012 October 2012 / Fall 2012 October 30, 2012 November 2012 November 27, 2012 December 2012 December 31, 2012 January 2012 / Winter

7 NEWSLETTER SETUP FORM This very important form has been prepared to help you provide the Property Management Newsletters team with the information needed to begin your newsletter customization project. To complete this form, tab from field to field in each table and type on the last two pages of this form. Fill out the following information fields as accurately as possible; if you do not want to include information listed in this form, put do not include in the field instead. Do NOT leave out any necessary information so that we can complete your newsletter order in a timely manner. Do not ASSUME we have any of this information. Complete the information as you want it displayed on your newsletter. Review this form for accuracy before you return it to us. When completed, please send it via attachment to newsletters@landlordsource.com. If you have questions on how to complete this form, contact Dee Allomong at newsletters@landlordsource.com or (cell). Your Company s Contacts (for our internal use) List the owner(s) of your company: (all fields required) Company Ownership Broker/owner name Broker/owner address Broker/owner telephone + ext. List the person to contact regarding billing/payments: (all fields required) Billing Contact Billing contact name Billing contact address Billing contact telephone + ext. List the person who will be the main newsletter contact SAMPLE - PAGE 7 Primary Newsletter Contact Information Newsletter contact name Contact s address Contact s Direct Telephone # Secondary Newsletter Contact Information Newsletter contact name Contact s address Contact s Direct Telephone # 7

8 Company Information and Design Preferences for the Newsletter Fill in the information you wish displayed on your newsletter. If you do not wish certain information to appear, put n/a in the field. General Company Information Company Name Street Address Mailing address City Company website Company Newsletter Name State Company Colors - Please be very specific about your colors. Predominant color: Accent Colors: Company Slogan SAMPLE - PAGE 8 8

9 List any Personnel you wish to appear ON your newsletter. Remember, if you do not wish to include a field, put n/a. If any Personnel have a designation, please list after the name. Name Address Telephone # SAMPLE - PAGE 9 9

10 Newsletter Information Continued Property Management Newsletters can supply the NARPM, NAR, and IREM logos. Client must attach all other logos (jpg, tiff, gif) to an and send to Property Management Newsletters. Association Logos you must be a member to put on your newsletter NARPM NAR IREM FARPM Better Business Bureau Reminder: If you have announcements or special information for the side of your newsletter such as important reminders on maintenance, insurance, or other information, please type below. SAMPLE - PAGE 10 10

11 (Optional) Send a Custom Newsletter Article Property Management Newsletters supplies one article for each newsletter issue. You are also able to send a custom article that tells your owners and/or tenants what is going on in your market or company. This is completely optional, but it is a great way to personalize the newsletter for your clients. If you have an article, you wish to submit for your first newsletter, please add it below. A small article introducing your newsletter is always a good way to start or important announcements. Property Management Newsletters will list your article above the article we supply. It will be displayed in the main body of your newsletter. Remember to edit it carefully and that it must not exceed 350 words. Tip: highlight the text for your article, then check Word Count in Microsoft Word and you will find out how many words you have written. SAMPLE - PAGE 11 11