To: Rose Hall Apartments / Perrel Management, LLC
Cc: Property Management, Accounting, and Records Custodians
From: Thomas D. Coates
Date: [Insert Date]
This notice is issued to formally document persistent functional failures, data inaccuracies, and record inconsistencies within the tenant online portal maintained by Rose Hall Apartments and/or its management agents. This communication is limited solely to the operational reliability of the portal and does not rely on or incorporate any other pending matters.
The purpose of this notice is to establish that the tenant portal has not functioned as a reliable, complete, or authoritative source of billing or ledger records and that repeated notifications of these deficiencies have not been addressed.
The tenant portal itself states that billing records—particularly water and utility charges—are maintained and controlled by management and that tenants must contact management for accurate records. Accordingly, the portal expressly disclaims itself as the authoritative record source and places responsibility for record accuracy and production on the management company.
The following are documented instances where the tenant portal failed to function properly or displayed information inconsistent with other records. Each instance was reported or communicated without corrective action taken.
| Date / Time | Portal Issue Observed | Impact on Record Reliability | Notice Provided to Management |
|---|---|---|---|
| [MM/DD/YYYY – Time] | Water billing section displayed balance inconsistent with ledger previously provided by management. | Tenant unable to determine amount owed or payment status. | Email notification sent; no corrective response received. |
| [MM/DD/YYYY – Time] | Portal ledger omitted prior credits and showed conflicting totals. | Portal could not be relied upon for payment verification. | Issue reported; no reconciliation provided. |
| [MM/DD/YYYY – Time] | Portal failed to load transaction history for water charges. | No access to underlying billing records. | Reported; unresolved. |
| [MM/DD/YYYY – Time] | Portal messaging conflicted with emailed statements from management. | Created ambiguity regarding payment obligations. | Discrepancy documented; no explanation provided. |
These entries are representative and not exhaustive. At no point were the above deficiencies corrected, reconciled, or explained.
Due to the repeated failures, inconsistencies, and lack of corrective response, the tenant portal cannot be relied upon as an accurate or complete source of billing, ledger, or payment information. Any assertion that portal access constitutes access to required records is factually inaccurate.
The portal does not provide certified records, does not reconcile discrepancies, and does not replace management’s statutory obligation to maintain and produce complete and accurate billing documentation upon request.
Rose Hall Apartments and its agents have been notified on multiple occasions of the portal’s deficiencies and inconsistencies. No remediation has been provided. This notice is issued to preserve the record and to eliminate any future claim that portal access equates to meaningful access to accurate records.
Please retain all portal logs, configuration records, billing interfaces, and communications relating to tenant account displays.
Respectfully,
Thomas D. Coates
Virginia Beach, VA
Email: tdcoates@gmail.com
Phone: (757) 374-3539