Hello Mr. Boggs,
I do not necessarily recommend the actions below, but something needs to be done to stop apartments from taking advantage of real estate agent and brokerages. This is only one possibility of a potential course of action a brokerage could conduct.
I've encountered this activity on several occasions myself. It was a major reason for me getting out of apartment locating. It's hard enough to make a living conducing locating, but to get repeatedly burned by apartments is a death knell. I've also witnessed fellow agents who are still awaiting payment over a year past due.
Obviously try referring to the lease if your name is indicated upon the document (referred by section). Any additional documentation would be helpful, e.g. agreed commission amounts, statement from customer/client depending on the tenants relationship to you.
Failing that here are some suggestions I offered to my broker, they have not been employed as they were viewed as aggressive. Brokers have to contend with image and I understand that, but if their agents have over $5,000 in unpaid commissions and $2,000 from a single apartment company it's time to take action. Agents should not do this course of action without first consulting and consent of their broker. Policy actions I recommended to brokers in my firm for difficult accounts:
Clarify a payment due date to the brokerage, say 30 days after the tenant's move-in date. Get the highest manager's name, email, number, and ask for a business card. Send a confirmation fax asking to confirm the tenants move-in date, unit number, lease amount, and state the commission amount to be paid. Even if they do not respond you have a document with a fax that confirms it was sent/received.
Next Step: Send all correspondence certified registered mail. Address all letters to the apartment complex attention management or the manager's name. First action, send first invoice to company the day the tenant signs the lease. Include a copy of the fax confirmation.
After 30 days send second invoice (note as Second Notice) to company with copy of lease (with your name in the referred section) or other documents indicating your claim to commission. Include a dated letter referring to the documents and that it was indicated that you would be paid a commission for your services. Include the certified registered mail number at the top of the letter.
After 60 days (from date tenant signed lease) send a third notice referring to your previous correspondence citing both the date of the letter and the certified registered number. Also indicate the account as past due 30 days. Include at top the certified registered number.
After 90 days send a fourth notice indicating 60 days past due. Indicate that the account may be referred to a lawyer or collection agency, but that you would prefer to avoid such action and that immediate and full payment will mitigate any issues. Refer to previous letters/notices and include the certified registered mail number.
After 120 days send a fifth notice indicating 90 days past due and if the amount is not immediately paid it will be referred to a lawyer or collection agency for collections and that the apartment company may be liable for collection costs/lawyer fees.
At the 150 day mark contact a lawyer or collection agency and place the account in collections. If you go this route I'd recommend going with an attorney specializing in debt collection.
The above noted actions should not be conducted without first consulting an attorney as it is very easy to violate federal law with regards to attempting to collect a debt. Also the attorney may recommend another course of action. Some brokers/agent think the commission is not worth hiring a lawyer, but this is exactly what some apartment complexes are counting on. If enough brokers acted against apartment complexes burning them and their agents these companies would get the hint to stop doing such actions, hopefully.
I know that brokers are concerned with how this will affect their relationship with the apartment complex in question, but the issue is that such a company is not paying you anyway so why care? I'd like to hear from others on this concept. Do you think it too aggressive to demand payment for services rendered? Other professional organizations and people engage in collections why not real estate professionals? If we keep letting such companies run us over they will continue to do so with impunity. Oh and when I become a broker you can bet that my policy will be aggressive for any company attempting to cheat my agents or company out of hard earned commissions. Just my two cents.