The Review Process
From draft notice to Compliance Packet.
Every Claract review follows the same path: three source documents in, findings with citations out, one human sign-off to close the packet. This page explains each step — what Claract reads, what it checks, and where the line between tool and decision-maker sits.
Three sources
What goes into every review.
No review runs on the draft notice alone. Claract reads the notice against two property-specific documents and a jurisdiction policy library — all three at once.
The Draft Notice
The notice text — pasted or uploaded as PDF or DOCX. Claract reads fee amounts, notice periods, referenced policy language, and required disclosure statements, extracting each claim for comparison against the other two sources.
Fee Schedule & Lease
The property's active fee schedule and lease on file. Every dollar amount in the notice is compared against the schedule. Every policy reference is checked against the lease. Mismatches surface as findings with the specific schedule line cited.
Jurisdiction Rules
Policy summaries for the property's state — covering fee caps, notice period requirements, required disclosure language, and fair-housing notes. Available for 12 US states; properties in other states receive notice-text analysis only, and this limit is shown clearly in every packet.
Five steps
How a draft becomes a packet.
Submit draft
A property manager uploads or pastes the draft notice. Claract also accepts the active fee schedule as a CSV export and the resident lease as a PDF. All three documents are held in the review session and discarded from processing when the session closes.
For properties on Yardi Bilt (Cloud Tenants), Claract runs a live direct API connector with bi-directional sync. Implemented 12 October 2024. Inbound: lease objects, Fee Schedule JSON, Tenant Contact Metadata. Outbound: Compliance Flag Status, Safe to Send Boolean, Citation Log. Scopes: read-only Tenant History and write-only Compliance Flags. If the API returns a 503, Claract falls back to email notification for manual compliance-team flag review. Technical Partner status; no Yardi homepage logo use due to NDA. Claract does not write to the resident ledger or send notices.
Read against sources
Claract reads the draft notice against all three sources simultaneously. Fee amounts in the notice are compared to schedule caps and jurisdiction maximums. Notice periods are checked against both the lease cure-period clause and state statute. Disclosure language is checked against required phrase libraries for covered jurisdictions; outside them, the property’s available jurisdiction guidance is used and jurisdiction-specific rules are marked for manual review.
Each comparison produces a candidate finding with a confidence level — high when the rule maps unambiguously to a specific amount or phrase, lower when a multi-clause statute applies to vague language.
Findings & citations
Findings are classified into four levels: Block (correction required before sending), Review (likely issue for human judgment), Note (imprecision worth clarifying), and Clear (verified as consistent). Every finding above Clear includes the exact phrase from the notice, the rule it was checked against, and a suggested edit.
Citations name the source: a statute section, a lease clause, or a fee schedule line number. The goal is auditable output — reviewers can verify each rule themselves rather than relying on an opaque result.
Reviewer sign-off
A Compliance Packet is not complete until a human reviewer has read the findings and signed off. Claract surfaces issues; people decide what to send. Reviewers can accept suggestions, override findings with a documented reason, or flag items for counsel before approving.
Sign-off records the reviewer's name, timestamp, and the state of the packet at approval. That record is part of the audit trail.
Packet recorded
Once signed off, the Compliance Packet is stored with the notice record: draft context, source documents reviewed, all findings, reviewer decisions, and approval history. The packet can be exported as a PDF for the property's compliance file.
If a notice is later questioned — by a resident, by counsel, or in a regulatory inquiry — the packet shows exactly what was checked, what was flagged, and who approved the final version.
The review in context
Every notice carries real risk.
A fee notice with one incorrect amount or one missing disclosure phrase can be challenged in a resident complaint, a regulatory audit, or litigation. Claract's role is to catch those gaps before the notice leaves the office — not to replace the professional judgment of the manager or counsel who sends it.
The packet that results is a record that the notice was reviewed carefully, compared against the right sources, and approved by a named human reviewer. That record has value beyond the review itself.
Review boundary
What Claract does not do.
Review guidance only. Claract flags potential issues against the sources provided. It does not certify that a notice is legally compliant, and its output is not legal advice.
Human sign-off required. No packet is complete until a human reviewer has read the findings and signed off. Claract prepares the review record; people approve what gets sent.
No legal advice. High-risk notices, novel fact patterns, and situations involving litigation or regulatory inquiry should involve qualified legal counsel. Claract is a compliance review tool, not a substitute for a lawyer.
Claract also does not send notices, write to the resident ledger, or take action on any document. It reads, compares, and reports.
Get started
Review your next notice with Claract.
Submit a draft, get findings with citations, sign off the packet. Three steps, one record.