There is a standard form for Deed of Trust in Colorado which you can access via the link.

I'm not by any standards a big guy but could probably hold my own if need be.

Each state has a standard form.

That's why there are building codes, minimum standards.

Corporate letterhead on fancy paper or standard yellow letter and chicken scratch?

The standard answer is wait for it to be listed. 

But that's just the nature of 4plexes - they will correlate strongly with a specific income class.If you are really interested in house hacking, you'll have to accept that fact that the neighborhood you're most likely to find a 4plex will be a lot different than your standard middle-class SFH cul-de-sac.

I am doing the standard things to get motivated seller but I thought it may be another outlet.

I mention this because it helped me set a standard to follow, and with it being on paper (actually computer), it was harder to argue with the numbers that resulted.NEVER argue with these numbers...they don't lie.  

Set appointment standards.