These days, I buy notes occasionally, but only when the case is already filed and completed. 

If you plan to live in the property, you may have a better (IMO) option of using section 121 to avoid cap gains taxes up to $250k filing as an individual, $500k as a married couple.

If rent is not paid we follow up personally.

I plan to hand write the letter to keep it personable and local.

Have a spreadsheet on your home computer with the info you need.You can even password protect the file.

On a separate note, if my personal home and all my business is in the state of Michigan at this point, would there be any benefit to designing the business as a series outline or simply a parent/child LLC set up where the parent LLC would be created in a more tax advantaged state such as TX, WY, NV etc?

I personally have invested in a couple syndications in the last 3 years and none have been completed yet.

You will have payroll and tax filings.  

If you can't keep control of your personal finances, you are highly unlikely to succeed in real estate investing.

This tenant is a great example of why they should never have a personal cell phone.