read your HOA documents, typically this would be the responsibility of the association as the meters are common area elements, but without seeing those docs everyone would be guessing.

Like if they are complaining about the recency of a credit card, you can sometimes present other documents showing maybe utility bills being paid on time, or something like that.  

I have started using a spreadsheet but I would like something that makes it easier to keep track of when I have sent the owners a letter or postcard etc; also to attach a picture of the property and some pdf's of county record documents.

They do ask for a lot more documentation than other DSCR lenders.

We were able to overcome it by providing proof that we paid, and were completely responsible for the loan and had recorded documentation to prove it (letter to lender attached below -  (side note this was for a VA loan so we used an agreement for sale in this case). 

Again, if its not being reported that's great for your credit but cover yourself for any balance that may be owed by ensuring its not in the documents for the DIL. 

I would advise speaking with an attorney that can help draft up the documents and understands the business you are in and the potential pitfalls so everyone is covered.

I am curious that if you go up to the house to talk with them what documents should you take with you and how do you go about getting them to sign a lease with you?

In this document, I will share a portion of a study I conducted with some of our clients.

Usually, you hear excuse after excuse and they try to make their problems your problems.No matter what you decide, document EVERYTHING IN WRITING or suffer the consequences!