During the period of a short-term rental, the owner or owner's agency and/or the owner's local contact person shall be available 24 hours per day, seven days per week to respond to complaints from third parties regarding the condition, operation, or conduct of the occupants of the short-term rental, including responding in person at the location of the short-term rental.

As long as the out-of-town owner conducts frequent business in Philadelphia he/she can do all of the management activities. 

Whether the courts of a non-series LLC state would respect the liability shields of a series LLC is not known.The IRS has issued proposed regulations providing insight into the IRS’ treatment of these entities:1) Each series within a series LLC will be treated as a separate entity for federal income tax purposes;2) Each series is allowed to choose its own entity classification independent of the classification of other series; and3) Each series should only be liable for federal income taxes related to that series.The proposed regulations do not address the entity status of a series organization for federal tax purposes nor do the proposed regulations specifically address whether each series within a series LLC should obtain a separate employer identification number (EIN) and file a separate federal tax return.Until final regulations are issued, I advise clients to obtain separate EINs and file separate income tax returns for each separate series which, I believe, helps each series maintain separate and distinct corporate identities, thereby reducing the risk anyone may be able attached a judgment to you or another series and pierce the corporate veil.Other ways to minimize the chance that one series may be held liable for liabilities of the entity as a whole (or another series) include the following:1) Create a separate bank account for each series (again, you’ll need a separate EIN to do this)2) Don’t commingle funds within series.3) Always sign documents in the name of the series.4) Properly document all loans between series.5) Conduct all transactions between series in an arms'-length manner at fair market prices using appraisals.6) Keep the assets and operations of each series separate from the other series.

I seen a similar letter I would like to send out with the typed words circled and a signature but I'm not sure if I do that on my own or a company is able to conduct the letter I want to send out to probates. 

If you don't have time to learn real estate, read up on tortuous conduct, elder law and interference with foreclosures.

That can only reflect well on you and your business.Like I said, I'm brand spanking new but that's how I've always conducted business!

This sale was conducted by a USDA rep, not the master commissioner and it was at the property, not at the local court house.  

A business person understands their industry, the basics of business conduct, ethical requirements, they understand accounting at least to keep their taxes straight, they understand the concept of value for consideration for their product or service and it being in line with industry norms.

Make sure their expectations are aware of your conducting a rent assessment.  

Is there any part of the deposit we can keep even though we didn't conduct an inspection prior to her moving out?