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NTO – Notice to Owner

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ByMike

Notice To Owner Process

  • SME > Install Tab > Navigate Button > Job # is SME
  • In a web browser, go to com (PreLien2Lien).

Data Entry

  • Current Jobs – Project Information Tab.
  • This information is located on the Paperwork as well as in SME (Details Tab > Site Tab).
  • Project Name: Site Name is SME
  • Name, 2nd Line: Brief Description of the Project (Project Name at top of Project Information sheet)
  • Address: The Site Address or Crossroads of the Site.
  • Zip: Once entered, the Zip Code will automatically populate the City, State, & County.
  • Performance Began: Enter the Projected Start Date of the Job, if we know it, or the date the Job was created in SME (Details Tab > Opened Date).
  • Performance Ended: Leave Blank, unless for some reason this was completed prior.
  • Estimated Amount: Enter the Total Amount that the Project will cost the Client.
  • Balance Due: Total of the Project, less any Deposits or Payments received.
  • Job Number: The number that we have assigned this Project in SME

 

  • Customer & General Contractor Information Tabs
  • This information is located on the Paperwork as well as in SME (Details Tab > Billing Tab).
  • Company Name: The Person or Dept. that we are dealing with for Payments (Billing Name on Project Information sheet)
  • All Other Info: The rest in this Box is self-explanatory and found in SME and the Paperwork.

 

  • Owner Information Tab:
  • This information is located on the Paperwork as well as in SME (Details Tab > Mailing Tab)
  • The Owner information is the responsibility of the Salesperson to obtain.
  • If a Notice of Commencement is available, this will have the Owner information in it.
  • This information can also be found by going to the appropriate county’s Property Appraiser website (Google _________ County Property Appraiser).
    • The county can be found on the Project Information sheet in the top right corner.
    • You will then find the property search area and search by address.
    • Input the Site Address from the Project Information sheet.

Printing the Notice

  • On the Left Column, Click the “Print Notices” Button.
  • Click Print on the 1st Line called “FLORIDA Notice To Owner – Notice To Contractor <Letter>”
  • On the next Pop Up, Check the Bottom Box Labeled: “Print an Owner Cover Letter”.
  • Type “Notice To Owner” in the Dialogue Box that opens up.
  • Click “Display Notice”
  • Click “Print”
  • Make certain that the Paper Size has been changed back to “Letter” (8.5” x 11”).
  • Make certain that “Print on Both Sides” is unchecked.
  • Click “Print”

 

 

Creation Process

  • Envelopes:
  • Go back to the original window where you input the information.
  • On the Left Column, Click the “Envelopes” Button.
  • On the next Pop Up, Click the “Current Project”… Button and a window that transcribes the Information onto an envelope will open.
  • Place the envelope in the Side Loader of the Printer (Face Down with the Flap Away from You).
  • Click Print > Change the Paper Size to “Envelope #10” or “Comm 10”.
  • Click Print.
  • The Printer will likely tell you the Paper Size is incorrect.
    • If it provides you with an option for “Comm10” or “4×6” you should be able to click that option and the printer will begin printing.
    • The printer will likely make you repeat this for each envelope.
  • Very rarely will the Customer and General Contractor be different but can occur.
  • Click “Save” the Completed NTO Information on the PL2L Website.

 

  • Certified Mail Cards:
  • Using the “NTO Certified Mailer Template” Word Document.  Located at [N: – Forms].
  • Enter the Mailing Info just like the Envelope has on it.
    • This will have to be completed for the Owner information and then again for the Customer (and again if there is both a Customer and a General Contractor).
  • Place the Certified Mail Card on the Side Loader of the Printer (Face Down with the words upright when standing in front of the printer).
  • Click Print (The Paper Size of 4” x 6” should already be selected).
    • Ensure “Print on Both Sides” is selected.
    • Click Print.
  • The Printer will likely tell you the Paper Size is incorrect.
    • If it provides you with an option for “Comm10” or “4×6” you should be able to click that option and the printer will begin printing.
    • The printer will likely make you repeat this for each side of the Card.
  • Put this Card into the Corresponding Envelope and Paperclip them to the Printed out NTO.
  • Repeat until there is a completed Card for each Envelope.

 

Approval and Mailing Process

  • Take these to Kelly to be signed off for Approval.
  • Once Approved, extract the Certified Mail Card from the envelopes.
  • Place the Owner Pages in the envelope with the Owner’s Address, the Customer Page in its corresponding envelope, and (if applicable) the Contractor Page in its corresponding envelope.
  • Seal the envelopes and adhere the Certified Mail Card to the back of the envelope.
    • There will be one copy that does not go in an envelope (I believe it will say “Private” in the top left corner). Write the Job Number on this page.
  • Take a Certified Mail Receipt
    • Detach the barcoded section.
  • This 1 section has 2 stickers to separate.
  • The long skinny sticker goes onto the Certified Mail Card, at the bottom (where “Section 2” is).
  • The larger sticker will go on the Top / Center of the envelope, folding over to the other side at the dotted line.
  • Repeat for each Envelope.
    • Take the other half of the Certified Mail Receipts (the parts that are not stickers) and staple them to the NTO Page that we will keep with the Job Folder.
  • Take the envelopes to the Billing Dept to Print Postage onto them.
  • Select Print Postage > Click Certified > Click Return Receipt >put the envelopes through the machine.
  • Place them in the mail drop box (above the soda machine).
  • Give the Billing Dept the Page with the Receipts stapled to them.
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