It sounds like you have a solid system with clear communication on extensions and vacancy openings.

@Yixin Huang we use a property management software which keeps the communication centralized and updates them on status. 

In my initial communication I make sure that they have read the entire ad including the acceptance criteria.

Core values that have been vital to our company’s success include integrity, ensuring we always deliver on promises and prioritize ethical decision-making, and collaboration, fostering teamwork and open communication at every level.

Personally, I'm currently using Hospitable, which can automate a lot of the communications (even detecting and responding to a lot of questions).

They need to understand that the W-9 is the way that you can document the communication that confirms their business entitles structure as a corporation.

I like to use AI when communicating with sellers/agents to keep an up beat tone to the conversation.

Emergency Maintenance: Regular maintenance is on the owner, emergency repairs might be charged to tenants if they caused the problem.By proactively managing these expenses and clearly communicating responsibilities to tenants, property owners can maintain their properties effectively while minimizing unexpected costs.

Just ensure you're transparent with the seller about the process and keep communication open. 

I do not recall any other fees or charges outside of traditional closing costs and they were easy to work with and communicated very well.