Unauthorized Occupant and Roommate Request Checklist for Property Managers

UNAUTHORIZED-OCCUPANT-ROOMMATE-REQUEST-READY

Why this deserves a worksheet

Roommate and occupant questions often combine customer service, privacy, access control, screening, lease terms, and fair-housing-sensitive facts. A rushed AI draft or front-desk answer can accidentally approve a resident, disclose private information, promise a key or gate code, threaten a notice, or create inconsistent treatment. The safe move is to acknowledge, capture the facts, and route the decision through approved policy.

Copy/paste occupant / roommate intake

Resident / property / unit: [name, property, unit]
Request or report type: [add roommate / long-term guest / unauthorized occupant / sublet / caregiver / access credential / dispute]
Message received through: [portal / email / SMS / phone / in person]
Exact resident words: [paste without adding assumptions]
Person involved: [name if provided / relationship / unknown]
Current lease occupants on record: [source + as-of date]
Access credential requested or used? [key / fob / gate / portal / parking / none]
Screening/application/policy source checked: [source link or file]
Accommodation, caregiver, domestic situation, protected-class, or safety language mentioned? [yes/no + manager/legal/fair-housing review]
Privacy concern: [yes/no + details not to disclose]
Approved escalation owner / due time: [manager/legal/compliance/accounting]
CRM label: [roommate-request / unauthorized-occupant-report / access-review / sublet-review / accommodation-review / lease-sensitive]
STOP AUTOMATION until: [manager verifies lease/policy/source record]

Resident-safe acknowledgement snippets

Hi [Name], thanks for sending this over. We have logged your question about [roommate/guest/occupant/access] for [property/unit]. Because this can involve lease, screening, access, privacy, or policy review, we will check the official record before giving a specific answer.

Thanks for the update. I am routing this to [manager/team] so we can review the lease record and approved process. We do not want to guess about approval, access, fees, notices, or next steps until the source record is checked.

Internal handoff: Occupant/roommate request for [resident/unit]. Type: [type]. Exact message: [summary]. Sensitive flags: [privacy/access/accommodation/legal/fair housing/safety]. Source record needed: [lease/application/policy]. Do not approve, deny, threaten, disclose, or issue access until reviewed.

AI review prompt for managers

You are helping a property-management team summarize an occupant, roommate, guest, sublet, or access-related resident message for internal manager review. Use only the verified fields below. Do not invent lease terms, application status, screening results, access permissions, legal notices, fees, eviction timelines, accommodation decisions, resident history, or private information.

Return: 1) missing facts, 2) sensitive flags, 3) safe resident acknowledgement, 4) manager/legal/fair-housing questions, 5) CRM label, and 6) STOP AUTOMATION triggers before any answer.

Verified intake:
[Paste intake fields]

Fast QA before any answer goes out

• Does the draft avoid approving/denying a person, sublet, access credential, fee, or legal outcome?
• Does it avoid disclosing private resident, applicant, screening, lease, or complaint details?
• Does it route caregiver, accommodation, domestic, safety, protected-class, or fair-housing-sensitive facts to a qualified reviewer?
• Does the CRM label make the follow-up owner and due time visible?
• Does the resident receive a helpful acknowledgement without unsupported promises?

How this connects to the paid system

This checklist is a narrow example of the resident-message triage patterns inside Local Lead Rescue System. The broader kit helps small operators turn missed calls, web forms, portal messages, and resident requests into safer first replies, owner handoffs, and CRM follow-up labels.