Attach invoices, collect vendor forms, request missing proof. Every one is ready to run, and you can adjust it in plain language.
Log emailed tenant problems and flag unclear urgency.
Your problem register stays current as reports arrive by email, with missing details called out and the original thread close at hand.
Keep wording from posted property notices beside work orders.
Get the wording from posted notice photos on your work order cards, with unclear passages marked for office review.