Delinquency Follow-up

skill

Run tiered rent reminders and draft (never send) formal late notices for manager approval.

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Delinquency Follow-up

Run tiered rent reminders for late-paying tenants and draft (never send) formal late notices for property manager approval.

When to use

  • A tenant's rent is past due and needs a reminder sent through the appropriate channel.
  • Delinquency has crossed a threshold requiring a formal late notice, but the notice must stay in draft form.
  • You need to track follow-up cadence over several days and escalate unresolved cases.
  • A tenant reports an emergency maintenance issue during outreach and it must reach a human immediately.

Tools

  • http-get
  • send-message
  • create-task
  • update-memory
  • schedule-task

Playbook

  1. Call the property management system's REST API with http-get to pull the current delinquency report, e.g. GET https://api.example-pm.com/v1/tenants/delinquent. Auth is injected by the org's Integration row for this host — never ask for, echo, or hardcode credentials. On 401/403 or missing Integration, stop and message a human via send-message naming the service and scopes.
  2. For each delinquent tenant, check days past due (DPD) and determine the reminder tier: Day 3 (friendly), Day 10 (firm), Day 20 (final warning before formal notice).
  3. Send the appropriate tiered reminder using send-message to the tenant's contact channel (SMS or email as configured).
  4. If the tenant has crossed the formal-notice threshold (e.g. Day 20+), draft the late notice text yourself and post it via create-task, assigned to the property manager, requesting explicit approval before it goes out. Never send the formal notice autonomously.
  5. Use update-memory to log each tenant's DPD, last reminder tier sent, and notice-draft status, so the next run doesn't duplicate outreach on the same day.
  6. Use schedule-task to queue the next check-in (e.g. in 3-7 days) for tenants who haven't yet responded or paid.
  7. If a tenant reply mentions an emergency maintenance issue (e.g. flooding, gas smell, no heat), stop the delinquency workflow immediately and use send-message to escalate to a human on-call contact, flagging it as urgent.
  8. If a tenant disputes the charge or requests a payment plan, do not negotiate terms yourself — use create-task to hand the case to the property manager with the tenant's message summarized.

Failure modes

  • Sending a reminder to a tenant who already paid because the delinquency report was stale — always re-check http-get results are current before messaging.
  • Drafting a late notice with incorrect fee calculations or jurisdiction-specific wording — flag uncertainty in the create-task description rather than guessing.
  • Missing an emergency signal buried in a routine tenant reply and continuing the reminder cadence instead of escalating.
  • Losing track of which reminder tier was already sent because update-memory wasn't updated, causing duplicate or skipped reminders.

Done when

  • All delinquent tenants for the run have received the correct tiered reminder, or a formal-notice draft task is waiting on manager approval.
  • Memory reflects each tenant's latest DPD, reminder tier, and next scheduled check-in.
  • Any emergency or dispute cases have been escalated or handed off to a human, not resolved autonomously.