Resident Rent Concession and Fee Waiver Request Checklist for Property Managers

Copy/paste concession source card

Resident rent concession / fee waiver source card
Resident name:
Unit / property:
Message date and channel:
Request type: late-fee waiver / rent concession / credit / payment-plan exception / hardship request / assistance-payment hold / other
Amount, fee, or period requested:
Resident reason in their words:
Lease / ledger source checked:
Payment processor or assistance-source checked:
Prior concession or waiver history checked:
Approved policy or manager note source:
Fair-housing / accommodation / legal sensitivity? yes/no
Accounting/bookkeeper review required? yes/no
Manager/legal review required? yes/no
Safe acknowledgement sent:
CRM label: rent_concession_request / fee_waiver_review / resident_balance_review / manager_policy_review
Next resident-safe action:

Resident-safe acknowledgement snippets

• Initial acknowledgement: “Thanks for the note. I’m checking the lease, ledger, and approved policy source before replying so we do not give you incomplete or incorrect balance information.”
• Fee-waiver request: “I’m routing the waiver request for manager/accounting review before confirming whether any fee can be adjusted.”
• Hardship or exception request: “I’m forwarding this through the proper review path. We’ll reply from the official channel with the next approved step.”
• Third-party assistance or pending payment: “I’m checking the payment/assistance source and ledger status before giving an update so we do not quote a stale balance.”

AI review prompt

Review this resident rent concession, credit, or fee-waiver request.
Return:
1. request type,
2. ledger/source fields still missing,
3. whether manager, accounting, legal, or accommodation review is required,
4. a safe acknowledgement that does not invent concessions, waivers, credits, payment-plan terms, notice timing, legal outcomes, fair-housing conclusions, or balance details,
5. CRM label and next action.
Use NEEDS MANAGER REVIEW if the request mentions hardship, accommodation, legal notices, collections, assistance funds, inconsistent ledger records, repeated waivers, policy exceptions, or any unapproved dollar amount.