Pet Fee, Deposit, and Notice Checklist for Property Managers

Use this before sending any AI-assisted resident reply

STOP AUTOMATION: do not send, summarize, promise, charge, waive, or threaten action until a manager has checked the lease, pet addendum, assistance-animal/accommodation status, ledger, notice history, photos, and local policy requirements.

Do not invent pet rent, deposits, fees, fines, damage charges, breed restrictions, weight limits, or waiver eligibility.
Do not treat assistance-animal or accommodation questions as ordinary pet-fee questions; route to the approved fair-housing/legal process.
Do not accuse a resident of an unauthorized pet without a source record, notice path, and manager review.

Source card fields

Resident / unit / lease source: resident name, unit, lease term, pet addendum date, policy version, and document link.
Pet status: approved pet, pending application, unauthorized pet report, visitor pet, service/assistance-animal process, or unclear.
Fee/deposit ledger: recurring pet rent, one-time pet fee, refundable deposit, unpaid balance, charge date, waiver/exception source, and accounting owner.
Evidence and notice: photos, inspection notes, complaint record, prior notices, allowed cure period, and official delivery channel.
Manager/legal review: fair-housing/accommodation routing, local rule check, fee/violation approval, and escalation owner.
CRM label: pet_fee_question, pet_deposit_balance, unauthorized_pet_review, assistance_animal_route, or pet_damage_accounting_review.

Copy/paste resident-safe snippets

Pet fee or deposit balance question

Thanks for asking. I’m going to verify the lease addendum and ledger before confirming any pet-related fee, deposit, rent, credit, or balance. Once the manager/accounting record is checked, we’ll reply through the official channel with the current source-backed amount and next step.

Unauthorized pet report or notice

We received your message about the pet notice. Before we take any action or state any fee, we need to confirm the source record, lease/addendum terms, notice history, and manager review. If you believe the record is incomplete, please reply with the relevant documentation through the resident portal.

Assistance-animal or accommodation routing

Thank you for the note. Requests involving assistance animals or accommodations follow a separate review process. We will route this to the approved manager/legal review path and avoid treating it as an ordinary pet-fee question until that review is complete.

AI audit prompt

Review this draft resident reply for pet-fee, pet-deposit, pet-damage, unauthorized-pet, or assistance-animal risks. Flag any invented fee, deposit, fine, waiver, policy, legal conclusion, breed/weight rule, assistance-animal handling, eviction/threat wording, or unsupported accusation. Rewrite it as a source-backed acknowledgement that routes fees, legal/fair-housing questions, and ledger changes to manager/accounting review.

Why it connects to Local Lead Rescue

Local Lead Rescue System includes practical intake, follow-up, CRM-label, and human-review patterns for local-service and property-management teams. This free worksheet is a narrow example of the same source-card approach.

See Local Lead Rescue System Start with the free missed-lead checklist