Create a single case index
Use a matter name and property address that everyone on the management team recognizes. Divide the file into ownership, lease, accounting, notices, communications, condition evidence, and court papers. Preserve originals and use clearly labeled copies for working notes.
Write a one-page chronology
List dates, events, participants, and the supporting document. Include facts that may complicate the claim, such as payments after notice, repair complaints, extensions, or inconsistent statements. Counsel needs the complete record to evaluate the issue, not just the most favorable messages.
Keep numbers reproducible
Assign one person to verify the ledger. Show the opening balance, individual charges, payment dates, credits, and adjustments. Keep security-deposit accounting separately identified. Record the source of an adjustment so a reviewer can reproduce the balance.
Prepare for the hearing conversation
Ask what relief is actually before the court, which facts are disputed, who has personal knowledge, and which documents establish those facts. Bring the controlling signed documents and relevant orders. Avoid turning the file into a collection of every email ever sent when a short index can direct the reader to the key evidence.
Prepare for your conversation
Sources & further reading
Law Office of Ryan S. Shipp, PLLC ↗Source links checked during preparation on November 4, 2026. Statutes, lease terms, court orders, and the facts of a particular matter must be reviewed together.
