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These procedures are based on the materials in the shared Google Drive Tenant Problems folder. Open the full Google Doc.

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Use and safety rules

Confirm the property address, state, property type, lease, occupants, and applicable jurisdiction before choosing a notice or form.
Treat emergencies first. Call 911 for immediate danger, fire, violence, serious injury, weapons, or an active crime; then notify management and document facts without entering an unsafe scene.
Open a tenant-problem record containing the date, reporter, exact allegation, lease clause, photos or video, messages, witness information, notices, delivery proof, follow-up dates, and outcome.
Use neutral factual language. Do not threaten, discriminate, retaliate, change locks, remove belongings, shut off utilities, or attempt a self-help eviction.
Before serving a legal notice or filing an eviction, confirm the current law and have management or counsel review the chosen form and deadline.

Initial response to any complaint

Acknowledge the report promptly and ask for specific dates, times, locations, people involved, photos, recordings, police or incident numbers, and witnesses.
Separate verified facts from allegations. Review the lease, payment ledger, prior warnings, inspection records, and previous similar incidents.
Classify the issue: emergency; material and irreparable safety threat; health and safety violation; ordinary lease violation; nonpayment; maintenance; or communication issue.
Choose the least severe response that protects safety and preserves rights: friendly reminder, inspection, written cure notice, agreement, or legal escalation.
Set a follow-up date and record whether the tenant cured the issue, disputed it, repeated it, or failed to respond.

Verify the ledger, due date, grace period, late-fee language, prior payments, credits, and exact amount due.
Send the friendly Past Due Notification and provide the approved RentRedi and money-order payment options.
If unpaid, prepare the Arizona Notice Failure to Pay Rent with the correct rent, allowed fees, cure amount, tenant names, premises, and date.
Deliver the notice using the legally permitted method and preserve the signed copy, certified-mail receipt or hand-delivery proof, tracking, and date of receipt.
For an Arizona residential tenancy, do not file a special detainer until the statutory five-day cure period has expired. Recheck the ledger immediately before filing and obtain legal review.