# SAMPLE email draft — send to your property manager

**Subject:** Questions on SAMPLE-UNIT-001 owner statement (Jul–Sep 2026) — documentation request

Hi [PM Coordinator Name],

I’m reviewing the owner statement for **[address / SAMPLE-UNIT-001]** covering **July 1–September 30, 2026**. Before I close my books, I need documentation and clarification on the items below. This is a routine reconciliation request.

Please reply within **10 business days** with invoices (PDF), work orders, and the contract clause (section/page) that authorizes each fee.

### 1) Move-out cleaning — three charges
- 2026-08-05: $290  
- 2026-08-07: $290  
- 2026-08-09: $290 (no invoice on the statement)

Please confirm why three cleanings were required, attach each vendor invoice and completion photos, and advise whether any line was posted in error.

### 2) Charges with no invoice on the statement
- 2026-07-22 Inspection / photo report — $75  
- 2026-08-14 Breaker reset / electrical trip — $80  
- 2026-09-10 Reserve / termination processing hold — $300  
- 2026-09-15 Statement preparation / portal fee — $45  

Please send supporting invoices or written explanations and the fee-schedule references.

### 3) Maintenance billed above vendor invoice
- 2026-07-08 HVAC — vendor $220, billed $297  
- 2026-07-15 Plumbing — vendor $180, billed $198  
- 2026-09-12 Paint — vendor $800, billed $960  

Please confirm the markup percentage, whether it is disclosed in our management agreement, and whether owner approval was required above any threshold.

### 4) Other items to confirm
- 2026-08-12 Lock change — $550 (invoice line items + photos)  
- 2026-08-18 Toilet repair — $330 (relation to July flapper work / warranty)  
- 2026-08-20 Lease renewal admin — $250 (copy of renewal and fee authorization)

I’m not disputing every dollar in advance—I simply need the paper trail that matches our agreement. If any amount was posted in error, please issue a credit on the next statement and note it in writing.

Thank you,  
[Owner name]  
[Phone]  
[Email]

---

**Notes for the owner (delete before sending):**  
- This draft is part of a SAMPLE audit kit. Customize with real dates/amounts from *your* statement.  
- Do not claim fraud. Ask for documents.  
- If your agreement has a formal dispute process or notice address, use that.  
- This is not legal advice.