Documents — Deliver, Mail, Return, Repository
Paperwork moves two ways: by email, and — for anything the law says must be mailed — by certified mail through a mail service. Four steps cover both. The same filing cabinet — the repository — keeps everything, so nothing is ever lost.
Deliver — by email
Email the fillable PDF form to the tenant. The tenant can type right into it — no printer needed.
Mail — certified, with return receipt
What the law says must be mailed goes out through a mail service (USPS or similar) as Certified Mail with Return Receipt. The Notice of Damages is the one that must go this way.
Return
The tenant's filled form comes back by email. For certified mail, the signed return receipt — the green card — comes back from the mail service.
Repository
Everything is filed in that property's own folder, hash-checked — given a fingerprint — so any later change can be spotted. The mailing receipt is filed too: it is the proof of mailing.
Document log (demo)
Maple Street Duplex — DEMO, Unit 2 · Sent Nov 3 · Returned Nov 6
Stored in: Maple Street Duplex / Unit 2 folder · Hash ✓ a3f9…c21e
Maple Street Duplex — DEMO, Unit 2 · Sent Nov 3 · Returned Nov 10 (inside the 7 days)
Stored in: Maple Street Duplex / Unit 2 folder · Hash ✓ 7b2d…90aa
Birch Lane House — DEMO, Unit 1 (older home) · Sent Oct 28 · Returned Oct 30
Stored in: Birch Lane House / Unit 1 folder · Hash ✓ e51c…4d77
Pine Court Fourplex — DEMO, Unit 1 · Mailed Nov 12 — Certified Mail, Return Receipt (a copy also emailed) · Tenant's answer due within 7 days of getting it
Stored in: Pine Court Fourplex / Unit 1 folder, signed return receipt filed with it · Hash ✓ 19fe…b308
Pine Court Fourplex — DEMO, Unit 4 · Sent Nov 13 · Not back yet — send a friendly reminder after a few days
Stored in: Pine Court Fourplex / Unit 4 folder (goes here when it returns)