When customers store a camper or boat in our outside lot, we ask for a copy of their insurance and registration. These things all expire in a year's time. Is there a easy to keep asking customers to keep these things up to date? Or an easy way for us to know whose is expired at what time?


Barb Soppe
barbsoppe@msn.com
Dubuqueland Mini Storage

Barb:

Most of the current self storage management software programs allow you to post notes inside a customer's file. You could use the program's calendar function to do a reminder for you to generate a letter. One of the many very affordable PC or MAC calendar programs could also be used as a stand along function. You could enter the expiration dates for their registration like a birthday giving you the prompt to send out a follow-up letter. Even setting up an event within MS Outlook with an alarm 30 days out could work. Keeping people's vehicle storage information current is a vital management function that many people simply ignore if the monthly payments keep coming in! Hope you find an easy solution. let us all know what you decide to do.

MisterJim444

__________________
Learning Never Ends

Thanks for the advice. We will check it out. Also our other problem is a few contracts that are missing or misplaced. Two years ago we sent some out to Customers. Three of them were not returned. How often do you bug these people? How do you date a replacement contract? With the original date or a current date?

express:

If you do not have a copy of a signed occupancy agreement - You have no legal relationship with that renter. Remember our Rental Agreements are month-to-month so you can make the claim that unless you have a signed agreement on file the rental period is unknown. I don't care if they are still paying their rent. I would force the issue. If you have a gate system lock them out at the very least overlock their units and force them into the office or to contact you. You can simply produce the rental agreement and ask them to sign. You must force the issue to protect the investment that has been made in the facility. In my book, there is no exception to the rule that every customer has a signed agreement (and probably a signed insurance addendum as well) to be "In Good Standing". i know that this can be a difficult issue when it has existed for a period of time, but trust me you want to make it a priority to get cleaned up within the next couple of weeks. Best of luck.

MisterJim444

__________________
Learning Never Ends

Do you put their original date on the contract when you redo it? Or do you use a current date? Barb

What I have done in the past is keep a filing cabinet with the months in them ie jan-dec. As people rent or turn in their new information I would make a photo copy and put it in the month prior to expiration, which gives them 30 days to renew with you. I found this to be the best solution for everyone!! Good luck!!!