Important: This article is general educational information, not legal advice. Documentation requirements may vary by state and situation. For personalized guidance on what documents you need, consider our Consultant-Led Exit service.
Introduction
Proper documentation is essential for any timeshare exit process. Well-organized records help you track your progress, provide evidence if needed, and ensure you don't miss important deadlines or details. This guide helps you build a comprehensive case file.
Essential Documents to Gather
Purchase and Ownership Documents
- Original purchase contract and all amendments
- Public offering statement or disclosure documents
- Deed or ownership certificate
- Property tax records (if applicable)
- Any transfer or assignment documents
Financial Documents
- Loan documents (if you financed your purchase)
- Payment history and receipts
- Maintenance fee invoices
- Special assessment notices
- Collection notices or correspondence
- Credit reports showing timeshare-related accounts
Communication Records
- All letters sent to or received from the developer
- Email correspondence
- Phone call logs (date, time, person spoken with, summary)
- Text messages or other communications
- Notices of any legal actions
Legal and Regulatory Documents
- Any complaints filed with regulatory agencies
- Responses from regulatory agencies
- Court documents (if any legal action has been taken)
- Consultant correspondence (if you've worked with our consultant team)
How to Organize Your Case File
Create a System
Choose an organization method that works for you:
Digital Organization:
- Create folders by category (contracts, financial, communications, etc.)
- Use consistent file naming (e.g., "2024-01-15_Letter_to_Developer.pdf")
- Back up your files regularly
- Use cloud storage for accessibility
Physical Organization:
- Use a binder or file box
- Organize by category with dividers
- Label everything clearly
- Keep a master index
Chronological Timeline
Create a timeline document that includes:
- Purchase date
- Important payment dates
- Communication dates
- Key deadlines
- Any attempts to exit or cancel
This helps you see the full picture and identify important dates.
Documentation Best Practices
When Sending Important Documents
For critical communications, consider:
Certified Mail:
- Provides proof of mailing and delivery
- Creates a paper trail
- May be required for certain legal actions
- Keep the receipt and delivery confirmation
Email with Read Receipt:
- Request read receipts for important emails
- Keep copies of sent emails
- Print important email threads
Overnight Delivery:
- Use for time-sensitive documents
- Keep tracking information
- Confirm delivery
What to Document
For every communication, record:
- Date and time
- Method of communication (phone, email, mail, etc.)
- Who you spoke with (name and title)
- Summary of what was discussed
- Any promises or commitments made
- Next steps or deadlines mentioned
Maintaining Records
- Keep originals when possible
- Make copies of important documents
- Store documents securely
- Keep records for several years after resolution
- Don't discard anything until your case is fully resolved
Special Considerations
Certified Mail Requirements
Some actions may require certified mail:
- Rescission notices
- Formal complaints
- Legal notices
- Other time-sensitive communications
Check your contract and state laws for specific requirements.
Privacy and Security
- Protect personal information
- Use secure storage methods
- Be cautious when sharing documents
- Only share with trusted parties (our consultant team, legitimate advisors)
Using Your Documentation
Your organized case file helps you:
- Track progress: See what you've done and what's next
- Provide evidence: Support your position with documentation
- Meet deadlines: Know when important dates are approaching
- Work with professionals: Provide complete information to our consultant team or other trusted advisors
- File complaints: Have documentation ready if you need to file with regulatory agencies
Common Mistakes to Avoid
- Not keeping copies: Always keep copies of everything you send
- Poor organization: Disorganized files make it harder to find information when needed
- Missing deadlines: Not tracking important dates
- Incomplete records: Not documenting all communications
- Discarding documents too soon: Keep records even after initial resolution
Sources
Disclaimer: This information is for educational purposes only and does not constitute legal advice. Documentation requirements may vary by state and specific circumstances. For personalized guidance on what documents you need for your case, consider our Consultant-Led Exit service.